Facilities Manager

Description:

Under the direction of the Director of Property Management, the Facilities Manager is responsible for the overall maintenance, repair, capital improvements, safety, regulatory compliance, and physical condition of A Community of Friends’ (ACOF) portfolio under management. The Facilities Manager manages maintenance personnel, vendors, preventative maintenance programs, work order systems, unit turnover activities, and building operations to ensure safe, compliant, and quality housing environments.

This position provides leadership and technical expertise in building systems including HVAC, plumbing, electrical, carpentry, painting, mechanical systems, life safety systems, and grounds maintenance. The Facilities Manager collaborates closely with Property Managers, and staff from various internal departments including Services, Asset Management, and Housing Development, as well as external contractors to preserve assets, maintain regulatory compliance, and ensure high-quality housing environments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Maintenance Operations

• Manage and coordinate daily maintenance activities for assigned properties.
• Supervise repairs involving plumbing, electrical, carpentry, drywall, painting, mechanical systems, and building equipment.
• Ensure timely completion of work orders and tenant service requests.
• Manage unit turnovers and apartment make-ready activities to ensure readiness for occupancy.
• Implement and maintain preventative maintenance programs designed to maximize equipment life and reduce emergency repairs.
• Conduct regular inspections of buildings, grounds, common areas, and equipment.
• Troubleshoot equipment malfunctions and coordinate repairs with property managers and vendors as necessary.
• Maintain inspection records, preventative maintenance schedules, equipment logs, and warranty documentation.
• Monitor maintenance performance metrics and identify opportunities for operational improvements.

Strategic Planning and Budget Management

• Develop and manage annual operating and maintenance budgets.
• Plan and prioritize long-term capital expenditures (CapEx), including roof replacements, HVAC upgrades, elevator modernization, and infrastructure improvements.
• Prepare cost analyses and recommend repair versus replacement strategies.
• Identify opportunities for cost savings, energy efficiency, and sustainable building practices.
• Monitor maintenance expenditures and ensure buildings remain within budget.
• Assist with reserve studies and long-term asset preservation planning.

Leadership and Staff Supervision

• Manage Maintenance Technicians, and vendors performing janitorial, groundskeeping, and other contracted personnel.
• Assign work, monitor productivity, and ensure accountability.
• Participate in recruitment, interviewing, onboarding, training, and development of maintenance staff.
• Conduct performance evaluations and administer corrective action when necessary.
• Foster a culture of teamwork, customer service, safety, and continuous improvement.
• Ensure adequate staffing levels and emergency response coverage.

Vendor and Contract Management

• Coordinate and supervise third-party contractors.
• Develop scopes of work, solicit bids (depending on complexity), negotiate contracts, and manage vendor relationships.
• Coordinate specialized services including landscaping, pest control, elevator maintenance, fire life safety systems, janitorial services, roofing, and other building services.
• Evaluate contractor performance and ensure work meets organizational standards.
• Maintain service agreements, warranties, permits, and contractor records.
• Ensure contractors comply with OSHA standards, insurance requirements, and ACOF policies.

Compliance, Safety, and Risk Management

• Ensure compliance with HUD, NSPIRE, TCAC, HACLA, Section 8, OSHA, ADA, and applicable federal, state, and local regulations.
• Prepare properties for inspections conducted by regulatory agencies and investors.
• Implement corrective actions following inspections in coordination with the Compliance Specialist.
• Maintain emergency preparedness and disaster response procedures.
• Coordinate annual testing and inspections for fire alarm systems, sprinklers, elevators, boilers, generators, and backflow devices.
• Conduct risk assessments and proactively address safety concerns.
• Investigate property incidents and implement corrective actions to minimize liability exposure.
• Promote a safe work environment and enforce safety policies.

Facilities and Asset Management

• Maintain asset inventories and life-cycle replacement schedules for building systems and equipment.
• Track maintenance trends and recurring deficiencies.
• Ensure accurate documentation of maintenance activities, inspections, warranties, and equipment histories.
• Utilize maintenance management software (Real Page) to monitor work orders and analyze performance.
• Recommend upgrades and improvements to preserve assets and extend useful life.

Capital Projects and Property Improvements

• Assist with rehabilitation projects, green retrofits, modernization initiatives, and property upgrades.
• Coordinate project schedules and contractor activities.
• Monitor project quality and ensure timely completion.
• Ensure projects comply with regulatory requirements and funding restrictions.
• Maintain project documentation and monitor capital expenditures.

Collaboration and Customer Service

• Work closely with Property Managers to prioritize maintenance activities.
• Coordinate with Services, Asset Management, and Housing Development teams.
• Respond professionally to tenant concerns and maintenance requests.
• Ensure safe, clean, and quality living environments.
• Support organizational goals and resident retention efforts.

Other Duties

• Participate in emergency response efforts as needed.
• May perform additional duties as assigned by the Director of Property Management

Requirements:

Required Qualifications

• High School Diploma or GED required.
• Minimum five (5) years of multifamily housing or facilities maintenance experience.
• Minimum three (3) years of supervisory or leadership experience.
• Strong knowledge of HVAC, plumbing, electrical, carpentry, drywall, painting, and mechanical systems.
• Experience managing preventative maintenance programs and building inspections.
• Knowledge of affordable housing regulations including HUD, LIHTC, Section 8, TCAC, and NSPIRE requirements.
• Experience with budgeting, capital planning, and vendor management.
• Proficiency with work order and maintenance management software.
• Valid California driver's license and reliable transportation.
• Ability to meet ACOF insurance requirements.

Preferred Qualifications

• Trade School certificate or equivalent technical training preferred.
• Experience in supportive housing or special needs housing.
• EPA Universal Certification.
• HVAC certification or trade license.
• Bilingual skills preferred - Spanish.
• Experience managing capital improvement projects and reserve planning.
• Certified Apartment Maintenance Technician (CAMT), Certified Facility Manager (CFM), or equivalent certification preferred.

Knowledge, Skills, and Abilities

• Knowledge of building systems and maintenance trades.
• Knowledge of facilities management principles and asset life-cycle planning.
• Strong leadership and supervisory skills.
• Excellent project management and organizational abilities.
• Ability to manage budgets and capital expenditures.
• Strong analytical and problem-solving skills.
• Ability to manage multiple priorities simultaneously.
• Experience negotiating vendor contracts and managing contractors.
• Knowledge of OSHA safety standards, emergency preparedness, and risk management.
• Excellent interpersonal and customer service skills.
• Ability to work effectively with diverse populations.
• Ability to establish positive relationships with tenants, staff, vendors, and stakeholders.