Director of Facilities Administration - Wellesley, MA

Maloney Properties – Voted “Best Place to Work” by our employees for 11 years!

Join our hard-working motivated team! Our reputation for customer service and quality workmanship is the best in the industry.

About Us:

Established in 1981, Maloney Properties LLC is a successful real estate firm. Our services include property management, real estate development, hospitality management, sales/marketing, and construction management services. We manage more than 100 housing communities with more than 10,000 units throughout the New England area.

We attribute our success to the effective working partnerships we have created with both clients and staff. Maloney Properties has developed a unique culture and work environment that is a significant factor in our success and enables us to attract and retain the best talent and finest professionals in the industry. As a result, Maloney Properties has a high employee retention rate with an average employee tenure of more than 10 years.

We are a company with a human focus and feel passionately and genuinely that our employees are our greatest asset. We are dedicated to teamwork, staff development and training. We have created a community within our company; we set clear goals and work together to achieve them. Maloney Properties is an Equal Opportunity Employer.

Your Responsibilities:

We are seeking a Director of Facilities Administration to join our corporate Facilities Department. This Director develops and supports company-wide and property-specific programs, maintains compliance and operational records, and provides guidance, training, and resources to site teams. The position works closely with leadership, property staff, clients, contractors, service providers, and regulatory agencies and requires strong communication and organizational skills, sound judgement, and consistent follow-through. The duties and responsibilities include:

• Maintaining facilities policies, announcements, links, and reference materials on the company intranet and collaboration platforms; coordinating approved updates and communications with leadership, IT, Regional Directors, property teams, Compliance, and Resident Services, as applicable.
• Coordinating monthly safety topics, learning-platform materials, participation follow-up, and operational training for new and existing Facilities and site staff.
• Overseeing applicable regulatory and energy-reporting programs, including municipal, state, federal, and housing-agency requirements; maintaining trackers, coordinating required reporting and verification with approved consultants, and following up with Regional Managers.
• Researching and coordinating applications for grants, incentives, and funding opportunities that support energy-efficiency and sustainability initiatives.
• Coordinating energy-efficiency and sustainability projects with approved consultants, including notices to proceed, scheduling, document retention, completion tracking, tracker updates, and year-end reporting to accounting.
• Overseeing utility-monitoring and energy-management platforms, including routine reviews, reporting, work orders, property onboarding, and invoice reconciliation.
• Coordinating annual pre-NSPIRE inspections and self-assessments; creating Building System work orders, engaging qualified inspection contractors, monitoring corrective work, and tracking NSPIRE dates and scores.
• Maintaining compliance records for asbestos testing, lead-paint certifications, hoisting licenses, fire-pump churn tests, elevator tracking, facade inspections, and other assigned building-system requirements.
• Reviewing building-system information for new properties, entering verified data into the property-management system, retaining onboarding documentation, establishing approved supplier accounts, and confirming essential service contracts with Senior Facilities staff.
• Issuing seasonal and operational notices, coordinating landscaping and snow-management RFP reminders, reviewing aging vendor accounts, and preparing Facilities reports, compliance updates, workload analyses, and year-end tracker updates.
• Supporting Senior Facilities Team meetings by coordinating agendas and materials, facilitating meetings, interacting with outside agencies, and conducting periodic site visits.
• Supervising and mentoring Facilities staff that report to the Director.

The work hours are Monday-Friday, 8:30-5:00 with some flexibility required. This Director will be offered a hybrid work schedule and will be required to report to our Central Office in Wellesley, MA and travel to sites in the Greater Boston Area as needed.