compensation: Based on experience employment type: full-time
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Scope and Purpose
The Mission of Prism Real Estate Services, LLC™ is to improve the lives of people in our communities, one property at a time. To be responsible, working hand in hand with the Director of Multifamily Management, for the overall maintenance of the physical properties. The Director of Maintenance will oversee the performance of other maintenance personnel who are working alongside or in conjunction with the Director of Maintenance.
Duties and Responsibilities
Maintain a professional image and attitude in keeping with the objectives of Prism Real Estate Services (PRES) and residents' welfare.
Report to the Regional Managers each morning to communicate daily needs of the properties.
Report any observed problems in units or on the property to the Regional Managers.
Wear uniform shirt and identification as provided/directed by the Property Manager and/or Regional Manager. Jeans or khaki pants may be worn that are in good condition and free of dirt, paint and holes. Work boots and/or tennis shoes may be worn; however, sandals are not allowed. Refer to PRES Employee Handbook.
Supervise subordinate maintenance staff of the site.
Supervise and oversee schedule for Rover Maintenance Team.
Oversee emergency on call responsibility and follow-up on emergencies to ensure proper handling.
Create contingency plan for on call emergencies and responsibilities.
Recommend, when appropriate, the use of outside contractors for some projects and supervise their work.
Maintain records and prepares reports in accordance with regulations.
Participate in the hiring process by interviewing candidates and making hiring recommendations.
Make recommendations for changes in policies and procedures in response to changing conditions, requirements, regulations or technology.
Assist in preparations of maintenance budget for the site.
Regularly conduct inventory of equipment, tools, parts and supply of materials insuring consistency throughout the Portfolio.
In the event a property requires multiple maintenance personnel, the Director of Maintenance is responsible for overseeing the following work tasks, and may be involved in the actual labor to complete the same. In addition, the Director of Maintenance is responsible for coordinating the crew, assessing employee performance, hiring, reviewing time and leave reports, performing appraisals of staff, and ensuring that staff are properly trained.
Physical aspects of the job may require heavy (50 pounds) lifting, bending, pushing, pulling, kneeling, stooping, climbing, balancing, and carrying.
Keep or ensure that the grounds, garbage container areas, hallways, garages and/or parking lots, are in a neat and orderly manner not allowing any trash or debris to accumulate. Patrol these areas every morning and continually throughout the day. Depending on the property, you may be required to vacuum and/or blow hallways, parking areas and/or breezeways as necessary.
The direct supervisor will determine the frequency of these duties. Some properties may require these tasks daily.
Oversee and assist all work associated with the upkeep of the grounds.
Assist management/leasing staff with curb appeal which may include detailing model units, putting out balloons, banners, a-boards, etc.
Work orders are to be recorded in the work order system. Permission to enter must be given by the resident. Work orders are to be properly completed within 24 hours unless parts or outside repair by a contractor must be secured. If a work order is not completed within 24 hours, the resident must be notified in writing as to the anticipated completion date.
Leave the resident a copy of the completed work order in the unit and return one copy to the office for filing OR leave the resident copy of the incomplete work order with the estimated completion date. Once completed, the work order can be returned to the office for filing.
Maintain and periodically analyze work orders for consistent patterns or long-term maintenance concerns.
Always report questionable activity, unsanitary conditions, unauthorized occupants and/or pets to the Property Manager.
Building & Common Area Maintenance
Regular maintenance of the building exteriors, building interiors and common areas are the responsibility of the Head of Maintenance and include but are not limited to pressure-washing as needed, painting and maintenance of all building systems such as gutters and downspouts, roof drainage systems, French drain systems, surface water management systems, fire alarm systems, fire extinguishers, fire sprinkler systems, signage, laundry centers, playgrounds, tennis courts, sports courts, and any other common areas, etc. The Maintenance Supervisor should conduct a monthly check of all property systems to determine the maintenance needs of any aspect of housing units, including major equipment.
Assist in the procurement of outside contractors when necessary and help establish general guidelines and priorities in the contractor's projects.
• Participate in annual inspection of units to determine the need for preventative and restorative repairs.
Perform a wide variety of electrical, plumbing, carpentry, and preventative maintenance tasks, as needed.
Inspect shop area to ensure it is kept in a clean and tidy space.
Verify inventory is orderly and can be easily audited.
Oversee the day to day operations of the onsite staff.
Crawl spaces and venting areas are especially susceptible to stray cats, insects, birds and rodents. A monthly check that all areas are sealed should be conducted with supplemental pest control called should the need arise.
Maintenance staff should take care of pest control such as for wasps, bees and fleas (unless the nest is too large and present a danger to the staff and/or resident). All other pest control needs such as for rodents, cockroaches, silverfish, ants, etc. should be assessed and taken care of by a professional pest control vendor.
Empty lint filters in common area laundries at least once per week.
Parking areas are to be maintained in a clean and safe manner. Speed bumps, fire lanes and parking stalls should always be crisply painted. Any potholes should be addressed immediately with cold patch, with larger jobs being bid by asphalt contractors.
Inventory, Tools & Supplies
The Maintenance staff should supply their own basic tools such as a hammer, screwdrivers, drill, etc. Specialty tools used for property purposes may be purchased with the approval of the Regional Manager.
Keep an inventory on all parts and tools belonging to the Property. Maintain property-owned materials and tools in a neat and orderly manner at all times. Maintain a neat and organized workshop area free of clutter and debris. Upon completion of maintenance task, all tools and excess supplies shall be cleaned up and stored appropriately.
Bids & Vendors
Larger projects that will likely cost over $500 such as re-paving, exterior paint, roof replacements and the like requires bid specifications be prepared and at least three bids for the same work/same product are obtained. Occasionally, bid specifications may require a consultant's expertise to prepare, which should be discussed with the Regional Manager prior to obtaining such services.
PRES takes great pride in the relationship developed with many vendors. PRES expects each staff member to treat vendors with respect, fairness and honesty. PRES does not allow 'kick-backs' or gifts from vendors.
PRES does not ever allow vendors to charge materials or anything on property accounts.
Vacant units are to be turned and made market ready within 3-5 days of the prior resident's move out depending on work required.
Maintenance staff schedules may be varied to accommodate the turnover schedule when the 1st day of the month falls on a weekend. Status of vacant units should be reported on a board in the management office.
During the 3rd week of every month, pre-inspect any units on notice to vacate and assess what maintenance supplies will be necessary to return the units to market ready status. Prepare a supply order in writing and turn it in to the Property Manager for order placement and approval.
At the discretion of the Property Manager and/or Regional Manager and depending on size of property and number of turnovers, maintenance personnel may be required to paint units.
Vendor scheduling may be done by the Heal of Maintenance at the discretion of the Property Manager and/or Regional Manager to include painters, cleaners and carpet cleaners.
Change the lock(s) on all vacant unit doors, and make or have made any necessary keys. Occupied unit keys may require changing periodically depending upon the situation.
Vehicle use/Mileage/Supply transport
A few properties may have either a maintenance vehicle or maintenance golf-cart. These vehicles are to be driven only by approved licensed drivers with a clean driving record. These vehicles are to be used on the property only for the transport of supplies. Residents are not allowed in or on the vehicles at any time. The vehicles are to be maintained in a neat and orderly manner at all times. Abuse or misuse of vehicles may cause the elimination of the vehicle and/or revocation of driving privileges.
For those properties that do not have a vehicle provided to transport supplies, other carts, dollies or similar apparatus may be used. Mileage for travel on the property is not reimbursed.
Mileage is paid through payroll.
The Head of Maintenance and Maintenance Technician must be available to take emergency calls on a 7-day rotating basis. The staff person on-call will be equipped with a cell phone and is required to return calls within 15 minutes.
Maintenance staff must never respond to an emergency page while intoxicated or after consuming alcohol.
On-call emergencies are considered anything involving life-safety issues, floods, fires, earthquakes, other natural disasters or major destruction or threat to the physical property and all other emergencies listed per the after-hours SOP.
Maintenance staff is never allowed to carry weapons.
All staff must strictly adhere to safety policies and procedures to prevent on the job injuries and maintain a safe work and living environment.
Knowledge of the principles of management and supervision.
Knowledge of HUD regulations regarding housing quality standards and other maintenance related standards.
Knowledge of the PRES policies and procedures.
Knowledge of the physical layout of the site.
Continuing Education: Lezage Training Program
Knowledge of building and grounds maintenance, including standard practices, methods, tools, materials, electrical, plumbing, HVAC, painting, carpentry, and grounds keeping.
Knowledge of safety rules, including accident causation and prevention.
Knowledge of occupational hazards and appropriate safety precautions.
Ability to supervise a comprehensive maintenance program for a public housing site.
Ability to analyze information from inspections in order to determine the maintenance needs, and the quality of maintenance services provided.
Ability to develop plans and procedures for efficient and timely completion of work.
Ability to maintain records in an orderly fashion.
Ability to communicate effectively orally and in writing.
Ability to establish and maintain effective working relationships with supervisor, subordinates, co-workers, residents, contractors, and the general public.
Ability to prepare recommendations and reports, as required.
Ability to read, understand and work from sketches and blueprints.
Ability to understand oral and written instructions.
Qualifications for this Position
High school education or equivalent.
Experience in multifamily maintenance and experience involving public contact.
Maintenance personnel must provide tools needed to perform routine maintenance tasks.
Some type of formal training or experience in the following areas: carpentry, light plumbing work, light electrical work, painting, refurbishing and PRES "Maintenance Test".
Willingness to pitch in and work in areas other than repairs and maintenance; i.e. janitorial, custodial, gardening, painting, etc.
Physical aspects of the job may require heavy lifting (50 pounds), bending, kneeling, stooping, climbing, balancing, and carrying.
Valid driver's license and up to date vehicle insurance.
Use of personal automobile for local job-related travel and pick-up.
Neat, clean and appropriate appearance.
Meet PRES Criminal Background & Credit Check, prior to employment
Successful completion of Grace Hill Fair Housing workbook, upon employment
Successful completion of OSHA Refresher Program, upon employment
Successful completion of eRiskHub On-line Security Training Program, upon employment
Continuing Education: Lezage Training Program
NOTE: This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification.
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