What are the responsibilities and job description for the Director of Maintenance- Multifamily position at Vintage Realty Company?
Benefits:
- 401(k) matching
- Competitive salary
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Director of Multifamily Maintenance Services – Industry Standards Integrated
Basic Function
A. Responsible for overall supervision of the maintenance department employees in their duties to keep the properties in a safe, attractive, and comfortable condition, ensuring compliance with industry safety and operational standards (OSHA, EPA, NFPA, ANSI, and local building codes).
B. Assist in scheduling maintenance employees in the performance of their duties while ensuring optimal staff utilization to meet service level agreements (SLAs) and key performance indicators (KPIs).
C. Assists Property Managers in the annual employee review process regarding all Maintenance Supervisors, utilizing best practices in performance management and leadership development.
D. Meets monthly with the Director of Multifamily Property Management to discuss maintenance issues at all apartment communities, addressing preventive maintenance strategies, vendor management, and capital expenditure planning.
B. Assist in scheduling maintenance employees in the performance of their duties while ensuring optimal staff utilization to meet service level agreements (SLAs) and key performance indicators (KPIs).
C. Assists Property Managers in the annual employee review process regarding all Maintenance Supervisors, utilizing best practices in performance management and leadership development.
D. Meets monthly with the Director of Multifamily Property Management to discuss maintenance issues at all apartment communities, addressing preventive maintenance strategies, vendor management, and capital expenditure planning.
Relationships
A. Reports to the Director of Multifamily Property Management.
B. Maintains relationships with other staff members, working closest with the maintenance staff, ensuring collaboration and adherence to company-wide operational standards.
C. Maintains relationships with current and prospective clients, ensuring customer satisfaction through service quality benchmarks.
D. Maintains relationships with contractors, vendors, and third-party service providers, ensuring compliance with industry standards and procurement best practices.
E. Works closely with Property Managers to direct maintenance teams in accordance with asset management and property performance goals.
B. Maintains relationships with other staff members, working closest with the maintenance staff, ensuring collaboration and adherence to company-wide operational standards.
C. Maintains relationships with current and prospective clients, ensuring customer satisfaction through service quality benchmarks.
D. Maintains relationships with contractors, vendors, and third-party service providers, ensuring compliance with industry standards and procurement best practices.
E. Works closely with Property Managers to direct maintenance teams in accordance with asset management and property performance goals.
Responsibilities
Corrective Maintenance
- Implements a Computerized Maintenance Management System (CMMS) to track work orders, inspections, and repairs.
- Reviews, schedules, inspects, and invoices routine corrective maintenance work to properties completed by maintenance employees and contractors, ensuring adherence to service contracts and cost-efficiency.
- Conducts randomized move-out inspections and unit turns, ensuring compliance with standardized make-ready protocols and resident retention strategies.
- Assists Maintenance Supervisors in vendor selection and contract negotiations, ensuring adherence to procurement policies and quality control standards.
Preventive Maintenance
- Develops and oversees a standardized preventive maintenance program in compliance with industry best practices such as ASHRAE and BOMA guidelines.
- Schedules regular inspections of grounds, buildings, plumbing, electrical fixtures, HVAC systems, fire safety equipment, and major appliances, ensuring adherence to risk management standards.
- Documents and ensures completion of reports on:
- Property appearance and cleanliness
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- Structural integrity and preventative repairs
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- Wear and tear mitigation strategies
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- Asset lifecycle management
- Recommends corrective action to the Director of Multifamily Property Management, obtaining prior approval for major repairs and capital expenditure projects (CAPEX).
Emergency Maintenance
- Develops and implements an Emergency Response Plan (ERP) in line with OSHA, NFPA, and local fire safety regulations.
- Assigns emergency maintenance service employees, ensuring 24/7 coverage for critical service disruptions.
- Ensures all maintenance personnel are trained in emergency protocols, lockout/tagout (LOTO) procedures, and hazardous material handling (HAZMAT).
- Maintains a database of emergency vendor contacts and key facility infrastructure details, such as electric, water, and gas shut-offs.
Other Responsibilities
- Oversees inventory management, ensuring availability of critical tools, equipment, and supplies while implementing just-in-time (JIT) inventory practices.
- Conducts regular safety meetings and OSHA compliance training to uphold workplace safety standards.
- Reports department activities and operational updates to senior leadership.
- Develops property maintenance budgets, forecasting costs based on historical data and anticipated needs.
- Participates in ownership meetings, presenting maintenance performance metrics and budget forecasts.
- Assists in bid preparation and contractor selection in compliance with fair bidding practices.
- Maintains up-to-date maintenance records, including:
- Material Safety Data Sheets (MSDS)
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- HVAC and plumbing logs
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- Service contract schedules and warranty information
- Develops and implements a staff training program, ensuring all maintenance employees are proficient in HVAC, plumbing, electrical, and general building maintenance.
- Ensures that maintenance teams utilize energy-efficient and sustainable maintenance solutions, supporting LEED and ENERGY STAR® certification goals.
- Leads maintenance team recruitment, onboarding, and development, ensuring alignment with HR policies and diversity, equity, and inclusion (DEI) initiatives.
Qualifications
A. High School Diploma / GED required; Vocational/Technical training preferred.
B. Minimum 5 years in multifamily maintenance supervision with strong knowledge of property management operations.
C. EPA 608 HVAC Certification required (Universal preferred).
D. CPO (Certified Pool Operator) Certification preferred if managing properties with pools.
E. OSHA 30-Hour Certification required or ability to obtain within first 6 months.
F. Knowledgeable in building codes, energy efficiency best practices, and capital planning strategies.
G. Strong leadership, problem-solving, and conflict resolution skills.
H. Proficiency in maintenance software (Yardi, RealPage, MRI, or similar platforms).
I. Owns reliable transportation suitable for travel across multiple properties.
J. Owns necessary hand tools for general maintenance and repairs.
K. Excellent communication and customer service skills, adaptable to working with diverse teams.
Additional Information
This description is intended as a guide only. The listed duties may be changed at the discretion of the incumbent’s supervisor. All other job requirements are noted in the Employee Handbook.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
