Maintenance Supervisor

Description

Summary Directs and coordinates activities of workers engaged in repair, maintenance, gardening, security and custodial duties including installation of machines and equipment within a multi-family residential buildings and grounds of apartment and/or storage facility establishment by performing the following duties personally or through subordinate supervisors.

Essential Duties and Responsibilities include the following. Other duties may be assigned. *Must have EPA/HVAC and CPO Certifications*

• Efficient and effective scheduling of subordinates, assuring that work orders and unit make ready’s are completed correctly in a timely manner by delegating work effectively.
• Walk property daily to evaluate immediate property needs or repairs including but not limited to picking up trash and assisting maintenance staff to maintain cleanliness of property.
• Schedule and supervise all outside contractors and vendors.
• Keep accurate inventory of all maintenance, gardening and cleaning supplies and reorder as needed from approved vendors.
• Reviews job orders to determine work priorities.
• Meet with Property Manager on a regular basis to review work schedule.
• Directs maintenance activities on utility systems to provide continuous supply of heat or air required for operations.
• Keep accurate records regarding preventative maintenance, apartment refurbishing, annual inspections and assure that the above tasks are completed in a timely manner.
• Assist in custodial work including, but not limited to, sweeping, mopping, vacuuming, emptying trash cleaning windows and keeping common areas clean.
• Assist Property Manager whenever or wherever possible including, but not limited to annual apartment inspections, check-ins and check outs, checking all grounds and common areas.
• Make sure that all scheduled maintenance on equipment, tools, appliances or other based on the manufacturer’s recommendations are performed.
• Have a working knowledge of all maintenance, basic gardener, custodian, pool and security positions and assist of fill in whenever required or necessary.
• Posses knowledge of water and gas meter cut-offs, all apartment fixture cut offs, sewer clean outs and conspicuous posting of a map of same on property binder.
• Make sure storage area entrances are locked and have adequate lighting.
• Perform regular inspections of all units, buildings and common areas and see that repairs, gardening, clean up are done and all outside lights in hallways and common areas are replaced.
• Available for on-call duty and arranges on-call schedule for maintenance staff.
• Conduct ongoing training of subordinates.
• Learn and understand budgets. Find cost effective ways to run property.
• Request Purchase Orders from Property Manager for supplies when needed within budget limitations.
• Perform annual reviews for subordinate employees.
• All resident conversation should remain professional and pertain to maintenance repairs, all resident concerns should be reported directly to the Property Manager/Leasing Office.
• Maintain strict confidentiality of all Stout Management Company and resident matters.
• Report any theft, vandalism, trip hazards or resident complaints to manager
• Knowledge of Stout’s employment policy and practice including but not limited to Fair Labor Standards Act, Equal Employment Opportunities, ADAAA, FMLA and Harassment, including Sexual Harassment policies
• Site safety- The Maintenance Supervisor ensures that high standards of safety are developed, met, and maintained at residential services facilities.
  • Arranges and coordinates annual fire safety inspections with local fire departments. Follows up on any deficiencies or recommendations.
  • Must be available for after hour property emergencies such as fires, flood or injuries.
  • Arranges and coordinates the internal safety inspections of residential services facilities conducted by the Compliance Science safety professional. Follows up on deficiencies and recommendations.
  • Keep record of all chemicals and their antidotes in an obvious or conspicuous place by maintaining MSDS Log for property.
  • Poses working knowledge of OSHA and safety rules and regulations pertaining to property management and abide by same.
  • Attend continuous safety and OSHA training classes.
• Site maintenance- The Maintenance Supervisor ensures that residential services facilities and grounds are maintained in accordance with relevant regulations, agency standards, and fiscal consideration.
  • Develops, implements, and reviews regularly site-specific maintenance logs for each residential service facility.
  • Conducts quarterly maintenance inspections of each residential services facility with the relevant Property Manager. Provides a summary of maintenance recommendations to the relevant program Property Manager, Regional Maintenance Supervisor and Regional Manager.
  • Evaluates long-term needs in relation to major projects and property improvements and develops a one-year plan outlining same in cooperation with relevant consultants designated by the agency.
  • Coordinates, arranges, and supervises or provides for the completion of corrective and preventive maintenance in accordance with Stout’s operation procedures, practices, and financial considerations. Completion of work may involve one or more of the following resources, as directed by the Property Manager, Regional Maintenance Supervisor, Regional Manager, contracted labor per bid, as relevant, residential services personnel, paid workers
• Equipment maintenance- The Maintenance Supervisor ensures that major equipment and furnishings are maintained in safe, operable condition and/or arrange for replacement.
  • Develops, implements, and reviews equipment records (included in maintenance logs).
  • Establishes procedures and contacts to ensure timely repairs of equipment requiring minor repairs on a frequent basis.
  • Secures major equipment bids and makes recommendations for purchase when replacement of new equipment is required.
• Safety and maintenance training- The Maintenance Supervisor may arrange for or provide training for personnel and residents as it relates to the safety and maintenance needs of residential services facilities. Further, the Maintenance Supervisor may attend training programs relevant to the duties and responsibilities of this position.
  • Provides staff training in a variety of safety and maintenance topics including the effective utilization of the maintenance logs, completion of routine maintenance specific to the facility, equipment operations, multimedia fire safety training, and so forth.
  • Arranges and coordinates annual fire safety training for all residential services personnel and residents.
  • Attends and participates in training opportunities and seminars relevant to this position.
• This job description in no way sates or implies that these are the only duties to be performed by this employee. You will be requested to follow any other instructions and be prepared to perform any other duties requested by your supervisor.

Supervisory Responsibilities

Directly supervises one or more employees in the Maintenance Department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.

Design - Generates creative solutions; Uses feedback to modify designs; Demonstrates attention to detail.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Visionary Leadership - Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.

Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.

Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.

Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.

Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.

Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions ; Uses equipment and materials properly.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Requires knowledge equivalent to a high school diploma or technical school; and two (2) to four (4) years related experience in apartment or home maintenance including training.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

None

Certificates, Licenses, Registrations

• Fair Housing Certification
• HVAC Certified
• Pool Certified

Other Skills and Abilities

• Must have knowledge of OSHA safety rules and regulations
• Must have management skills and experience.
• Flexible work schedule and available for on call emergencies, weekends, evenings and holidays.

Other Qualifications

Must be able to travel within county limits 40% of the time

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee is occasionally required to sit. The employee must regularly lift and /or move up to 50 pounds. Any object weighing more than 50 pounds requires two (2) or more Stout maintenance personnel to lift and/or move or the use of an appliance hand truck (with straps) may be used. Specific vision abilities required by this job include close vision, distance vision, and color vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly exposed to outside weather conditions and risk of electrical shock. The employee is frequently exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; extreme cold; extreme heat and vibration. The noise level in the work environment is usually loud.