Facilities and Maintenance Manager/Project Manager

The Facilities and Maintenance Manager is responsible for the successful overall maintenance and facilities operation of Riverton Community Housing’s (RCH) Rental Property in accordance with its core mission and values, to include supervision of staff and vendors, daily operations, contracts, code compliance, work order system, security, environment, energy usage, and other responsibilities related to RCH property and facility operations. This full-time position reports to the Executive Director.

PRIMARY RESPONSIBILITIES

1.          Maintenance Operations 

a)    Ensure the proper maintenance of RCH property and assets with an intentional focus on safety, high-quality, and environmental sustainability.

b)    Monitor the work order system and take steps to maximize the efficiency and effectiveness of maintenance staff in completing work responsibilities.

c)     Oversee and coordinate all vendor activities.

·  Oversee activities to ensure work quality and timeliness of completion.

·  Oversee activities to ensure proper upkeep and maintenance of all RCH premises.

·  Oversee vendor agreements and/or contracts, researching to select the most cost-effective and quality vendors within budgetary constraint.

·  Build and maintain vendor relations.

d)    Coordinate with the Director of Property Management to ensure unit turns and renovations are completed in a timely and effective manner to meet RCH’s rental obligations and commitments.

e)     Oversee stock of maintenance and custodial supplies to ensure adequate stock on hand and to keep costs under control.

f)      Monitor energy usage of properties to ensure efficient use of resources while looking for opportunities to decrease usage through projects with low cost to benefit ratios. 

g)    Coordinate with Director of Property Management on safety and security for all RCH properties.

h)     Perform Maintenance Technician duties and tasks as needed.

i)      Respond to emergencies and perform on-call work.

ii)     Complete work orders as needed to ensure timely customer service.

2.         Building Caretaker Operations

a)    Monitor the buildings for cleanliness and safety and take steps to maximize the productivity of caretaking staff to ensure building presentation and image meets Riverton standards.

i)      Oversee activities to ensure high level of work quality is performed by the Caretakers.

ii)     Oversee activities to ensure proper upkeep of all RCH buildings and grounds.

b)    Ensure caretakers have the necessary equipment and supplies to complete their duties.

3.        Strategic Planning 

a)    Take a lead role working with the Executive Director and the Director of Property Management in proposing and/or developing current and long-term maintenance operations goals and objectives as well as policies and procedures for RCH facilities operations to improve and update the Maintenance Department. 

b)    Create and implement action plans to achieve goals and ensure the long-term viability and environmental sustainability of RCH’S facilities.

c)     Perform special projects and other research and other related activities.

d)    Develop and implement policies related to facilities and operations to ensure that departmental strategic objectives are met in a timely and effective manner.

4.         Supervision and employee development

a)    Organize staff duties and responsibilities to fulfill the mission and strategic plan.

b)    Create a positive, engaging work culture.

c)     Directly hire and supervise RCH maintenance, custodial, and caretaking staff in partnership with Maintenance Manager.

d)    Provide leadership to maintenance and caretaker staff and work direction to staff as appropriate.

e)     Ensure staff has the qualifications, education, training and skills to effectively maintain RCH facilities.

f)      Oversee work plans and development plans for employees in alignment with RCH budget and maintenance operational needs.

g)    Provide training and skill-based guidance to RCH maintenance, custodial and caretaking staff.

5.         Financial Operations

a)    Work with Executive Director and Director of Property Management to create and monitor operating budgets for Riverton and each property site.

b)    Participate in preparing annual budgets and capital improvement budgets.

i)      For short and long-term budgeting purposes, evaluate the condition of the physical buildings, taking into consideration the length of life of buildings, roof, air conditioning, boilers and other physical aspects and develop repair/replace timeline and anticipated costs.

ii)     Review maintenance priorities of Co-ops as they develop their own capital improvement plans.

c)     Monitor and analyze monthly, quarterly and annual facilities/maintenance financial reports.

SECONDARY RESPONSIBILITIES

·       Perform special projects and other related activities as requested by the Executive Director and/or the Senior Property Manager.

·       Interface with Riverton cooperative boards of directors to provide education and dialogue on building systems, capital improvements, safety/security, and upcoming projects as needed.

EDUCATION AND EXPERIENCE REQUIREMENTS

·       Three or more years’ experience as a Facilities and Maintenance Manager or similar role

·       Valid Minnesota driver’s license

·       First Class boilers license or ability to achieve within 6 months of employment

·       Working knowledge / hands-on experience in all aspects of property/building maintenance, repair, custodial, etc.

·       Two or more years of supervisory experience preferred

·       Able to communicate effectively in person and in writing in the English language

·       Interest in alternative property management, operations and cooperative housing structures

SKILLS

·       Solid knowledge of plumbing, electrical and mechanical systems, including maintenance, troubleshooting and repair

·       Communications, interpersonal skills as applied to interaction with coworkers, supervisor, public, contractors, community and government organizations (verbal and written)

·       Excellent organizational skills and an ability to set priorities, plan work programs for self and others, and meet deadlines

·       Maintain solid levels of computer skills (especially Microsoft word processing, spreadsheets and presentation applications), and ability to quickly master new programs

·       Able to provide customer service in a friendly, courteous, respectful, fair, flexible and responsible fashion to a wide variety of residents

·       Able to work effectively and respectfully with individuals without regard to race, color, creed, religion, national origin, marital status, political affiliation, sexual orientation, status regarding public assistance, membership or activity in a local commission, disability, sex, age and/or any other protected classification of individuals

·       Able to hire, supervise, mentor and train others to acquire knowledge, concepts or skills

·       Able to work independently or on a team

·       Must have valid Driver’s License and reliable vehicle to travel to all Minneapolis property locations

·       Flexible work hours requiring work more than 40 hours/week, if necessary. Must be willing to work evenings and weekends as needed

·       Understands confidential nature of organization information and maintains confidences.

PHYSICAL REQUIREMENTS

Must be able to:

·         Perform heavy work as needed, lifting to 100 pounds, with regular lifting/carrying of objects weighing up to 50 pounds

·         Twist, turn, bend, stoop, kneel, squat, stand, walk, climb, and reach frequently in the performance of responsibilities including carpentry, plumbing and electrical repairs, working with equipment, etc.

·         Hear, speak and effectively verbally and orally communicate in the English language, including following oral and written instructions, to communicate with people inside and outside the organization.

·         Possess and apply manual dexterity, fine motor skills, hand and arm strength to perform maintenance and repair tasks, to independently lift small and large objects from all levels (floor to ceiling), to carry, move/use varied weights of small and large tools and equipment, and to include activities requiring frequent grasping, clenching, vibration, reaching, carrying, and other physical activities required in performing varied maintenance and repair work in a residential setting

·         Visual acuity and ability for computer keyboarding, performance of equipment maintenance, working with equipment, review blueprints, diagrams, labels and other printed matter for the safe operation of equipment

·         Physical ability to move around organization/building repeatedly throughout the day, including climbing stairs and ladders

TOOLS AND EQUIPMENT USED

·       Must be able to operate a variety of hand and mechanical equipment. In addition, must be able to use various hand tools, ranging from common hand and power tools, such as hammers, saws, drills, and wrenches, to precision measuring instruments and electrical and electronic testing devices

·     Must be able to use cell phone, multi-line telephone, calculator, copy machines, computers, and other office equipment

·       Must be able to drive a personal vehicle, possess a valid driver’s license and up-to-date insurance coverage, to drive to properties, community meetings, activities and events

WORK ENVIRONMENT

·       Works primarily in indoor setting and regularly in outdoor settings 

·       There may be times when long periods are spent in extreme temperatures and weather conditions including heat, cold and humidity when performing facility maintenance (i.e. rooftop A/C units)

·       There is exposure to chemicals, fumes, solvents, paints, lubricants, odors, clutter, interruptions, emergency situations, and challenging customer service situations

·       Must be able to go outside in all MN weather conditions and varying temperatures to visit properties, attend off-site meetings and events