Job Description
Job Description
About Company :
Joining PEM means becoming part of a dynamic team that sets the benchmark for excellence in property management. Whether you’re looking to grow in your career or contribute to thriving communities, PEM offers opportunities to work alongside industry leaders committed to service and success. Our supportive environment encourages professional development and rewards dedication, ensuring every team member plays a vital role in our continued success. If you’re passionate about making a difference and delivering exceptional service, PEM is the place to build a rewarding career in property management.
About the Role :
The Maintenance Supervisor is responsible for overseeing all aspects of property maintenance, ensuring that the property is kept in excellent condition. Working under the Property Manager, this role involves managing the maintenance team, ensuring quick turnaround of vacant units, and addressing resident concerns. Key responsibilities include maintaining common areas, coordinating repairs, conducting preventive maintenance (routine checks and fixes to prevent larger issues), and ensuring the property complies with safety standards such as OSHA regulations (Occupational Safety and Health Administration rules that ensure workplace safety). The Maintenance Supervisor also manages contractors, tracks inventory, and helps maintain budget controls for maintenance operations.
Qualifications :
- Proven experience in maintenance supervision or a similar role within property management or facilities maintenance.
- Demonstrated ability to manage maintenance teams and coordinate various maintenance tasks effectively.
HVAC Certification is required, with a strong understanding of heating, ventilation, and air conditioning systems.
CPO Certification preferred, with a strong understanding of pool maintenance, chemical balancing, and water safety procedures.
Familiarity with plumbing, electrical systems, and general repair techniques.
General knowledge of Fair Housing laws and the ability to follow relevant regulations.
Knowledge of safety regulations, particularly OSHA standards and compliance requirements for hazardous materials.
Additional certifications in property maintenance or management are a plus.
Strong organizational skills to manage multiple tasks, prioritize work orders, and maintain detailed records of maintenance activities.
Ability to implement preventive maintenance schedules and keep accurate inventory logs for tools and supplies.
Excellent customer service skills to address resident concerns and provide exceptional support to tenants and prospects.
Ability to communicate effectively with residents, team members, and vendors to foster a positive living environment.
Strong problem-solving abilities to diagnose maintenance issues and implement effective solutions promptly.
Capability to handle emergencies and urgent repair needs efficiently.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for reporting and communication.
Familiarity with property management software for tracking maintenance requests and inventory management.
High School Diploma or GED required.
Responsibilities :
Property Maintenance & Operations :Ensure the property is well-maintained and operations are aligned with company policies and the approved budget.Supervise, train, and motivate the maintenance team to perform at high standards.Contribute to property revenue and occupancy goals by efficiently turning over units, completing maintenance requests promptly, and preparing units for new residents.Provide excellent customer service to residents, prospects, and team members.Customer Relations :
Investigate and resolve resident concerns within 48 hours of notice.Conduct thorough orientation with new residents, explaining property policies and the operation of in-unit appliances.Perform regular grounds inspections to identify and address issues, ensuring any concerns are corrected immediately.Property Management :
Work closely with the Property Manager and / or Business Manager on move-ins and move-outs, documenting damages and completing make-ready schedules as per company standards.Oversee exterior upkeep and maintain all common area amenities such as fitness rooms, pools, and clubhouses.Responsible for maintaining an adequate inventory of tools and supplies while ensuring all expenditures align with the established budget to support efficient property operations.Supervise third-party contractors and vendors to ensure work is completed according to agreed-upon specifications.Preventive Maintenance & Safety :
Implement a preventive maintenance schedule for essential systems like HVAC, fire prevention, and sprinkler systems.Maintain an inventory of tools, equipment, and supplies necessary for property maintenance.Ensure safety compliance with OSHA regulations and maintain a hazardous materials program on-site.Reporting & Expense Management :
Submit accurate daily, weekly, and monthly reports to the Property Manager on time.Assist in managing the maintenance budget, reviewing expenses monthly, and adjusting to maintain costs within budget.Oversee purchasing for maintenance operations, including receiving and verifying materials and services.Employee Supervision & Development :
Supervise and delegate tasks to the maintenance team, including Technicians, Groundskeepers, and Housekeepers.Assist in hiring, training, and evaluating maintenance staff, while ensuring continuous professional development through programs such as Grace Hill Training and HVAC training.Leadership :
Oversee and ensure the success of the maintenance team by providing strong leadership, fostering collaboration, and driving performance. Implement strategies for continuous improvement, skill development, and alignment with company objectives to maximize efficiency, innovation, and overall team effectiveness.Build, lead, and mentor a high performing maintenance team fostering a culture of collaboration accountability and continuous improvement.Vendor Relation :
Evaluate and select contractors and service providers based on their qualifications, experience, and ability to meet project requirements.Facilitate the onboarding of new vendors, ensuring they understand the property management’s standards and expectations.Serve as the primary liaison between the property management team and external vendors, maintaining clear and open lines of communication.Collaborate with vendors to schedule services, discuss project scopes, and clarify expectations to ensure timely completion of tasks.Oversee the quality of work performed by vendors, ensuring compliance with property standards and contract specifications.Address any issues or discrepancies in service promptly, working collaboratively with vendors to find effective solutions.Ensure vendors adhere to the agreed-upon scopes of work and contract terms, documenting performance and compliance.Conduct regular performance evaluations of vendors to assess quality, timeliness, and overall satisfaction with their services.Provide constructive feedback to vendors, fostering a partnership approach that encourages continuous improvement.Monitor vendor expenses to ensure alignment with the maintenance budget, seeking cost-effective solutions while maintaining quality.Collaborate with vendors to establish minimum and maximum inventory levels for necessary supplies and equipment.On-Call Rotation :
The on-call rotation ensures that maintenance issues are addressed promptly, particularly during emergencies or after-hours situations. This system is crucial for maintaining resident satisfaction and property integrity.
The Maintenance Supervisor is responsible for coordinating the on-call schedule, outlining specific days or shifts when maintenance team members are assigned to handle emergency maintenance requests.The on-call schedule should be clearly communicated to all team members, ensuring that everyone is aware of their assigned responsibilities.During on-call shifts, maintenance team members are expected to respond promptly to urgent maintenance issues, including plumbing failures, electrical outages, or safety hazards.The Maintenance Supervisor should maintain open communication with property management and the maintenance team to facilitate coordinated responses to emergencies.The Maintenance Supervisor must keep an updated contact list for all team members and relevant vendors to enable swift problem resolution.After each on-call incident, the Maintenance Supervisor should document the incident thoroughly, noting the nature of the problem, actions taken, and any follow-up required.The Maintenance Supervisor should compile regular reports for the Property Manager, tracking the frequency and types of emergencies encountered during on-call shifts.Additional training on emergency procedures and equipment may be provided to maintenance staff to ensure they are well-prepared for on-call situations.Support from other team members or additional maintenance staff should be readily available if a situation requires extra manpower.After addressing any on-call issues, the Maintenance Supervisor should document the incident thoroughly, noting the nature of the problem, actions taken, and any follow-up required.Additional Duties :
Perform other related duties as assigned.Driving continuous improvement through enhanced standardization of processes and practices, by holding teams accountable.
