Maintenance Supervisor

Job Purpose

The Maintenance Supervisor is responsible for maintaining the physical condition, safety, and operational integrity of the community. This role oversees maintenance staff, schedules and completes service requests, coordinates apartment make-readies, manages preventive maintenance, and supervises vendors and ongoing maintenance projects. The Maintenance Supervisor partners with the Community Manager to maintain community standards, deliver excellent resident service, and manage maintenance expenses within established budgets.

Primary Duties & Responsibilities

• Provide excellent service to residents, guests, employees, and contractors.
• Lead, schedule, train, and oversee the community’s maintenance staff.
• Cross-train maintenance team members to provide coverage and support as needed.
• Schedule, prioritize, and monitor work orders, ensuring routine service requests are completed within 24 hours.
• Complete and maintain accurate service request records and communicate resident maintenance concerns to the Community Manager.
• Coordinate apartment turns and ensure homes are ready for occupancy.
• Develop and maintain cleaning and preventive maintenance schedules for common areas, amenities, breezeways, parking lots, entrances, and other community spaces.
• Maintain a clean, organized, and properly stocked maintenance shop.
• Purchase supplies through approved vendors and manage expenses within established budget guidelines.
• Coordinate outside contractors, communicate expectations, and inspect work before accepting completion.
• Follow applicable safety and environmental requirements, including OSHA and EPA standards.
• Maintain established procedures and response plans for asbestos, lead, mold, and other environmental concerns.
• Perform additional duties assigned by the Community Manager.

Daily & Weekly Responsibilities

Team Coordination & Communication

• Meet with the Community Manager at the beginning and end of each day to review maintenance concerns, corrective action plans, and make-ready status.
• Review maintenance spending and budget status with the Community Manager at least weekly.
• Conduct daily maintenance team meetings to assign work, review priorities, reinforce uniform and name badge standards, and assess shop cleanliness and supply needs.
• Schedule maintenance coverage during all operating hours.
• Provide or coordinate after-hours emergency coverage and ensure appropriate coverage for weekends and supervisor absences.
• Monitor overtime, follow company approval procedures, and report overtime status to the Community Manager each Monday.

Community Inspections & Upkeep

• Inspect common areas daily before 10:00 a.m.
• On high-volume days, such as Mondays, assign the entire maintenance team designated areas for grounds inspections and trash pickup.
• Maintain breezeway cleanliness, enforce community trash standards, and issue notices as appropriate.
• Ensure common areas receive weekend maintenance and Saturday afternoon cleaning.
• Inspect irrigation systems weekly and follow the preventive maintenance schedule in the Community Service Register (CSR).
• Oversee trash compactor operations and arrange coverage for weekends and absences.
• Ensure weekly pool maintenance and appropriate weekend coverage during the pool season.

Service Requests & Apartment Turns

• Review the make-ready report daily and schedule apartment turns accordingly.
• Install vendor locks when used.
• Update the make-ready board and schedule in the CSR daily.
• Assign and complete work orders as needed, maintaining the community’s 24-hour service standard.
• Following the Community Manager’s move-out inspection, inspect vacant apartments to determine repair needs and whether paint touch-ups or full painting are required.
• Monitor vendor progress and verify make-ready quality throughout the turnover process.

Records, Supplies & Key Control

• Review the key log daily and ensure all keys are accounted for at the end of the day. When the office remains open later, confirm that office staff completes the final key check.
• Maintain current Safety Data Sheets (SDS), formerly referred to as MSDS, and required OSHA and EPA records in designated shop and office locations.
• Communicate changes to safety information during weekly staff meetings.
• Keep the CSR current and use it to document maintenance activities and preventive maintenance schedules.
• Review maintenance inventory weekly and order supplies as needed, prioritizing approved vendors and minimizing retail purchases.

Monthly Responsibilities

• Inspect the entire property for vehicle-related concerns each month and assign weekly vehicle checks to maintenance staff. Communicate issues to the Community Manager for follow-up.
• Complete required inspections outlined in the CSR, including monthly breezeway inspections.
• Conduct a scheduled property walk with the landscaping contractor to review landscaping conditions and irrigation performance.
• Walk the property with the Community Manager using the monthly inspection checklist, identifying safety concerns and potential hazards beyond the checklist.
• Present an updated CSR for review and recommend opportunities to improve efficiency and reduce costs.
• Conduct monthly safety and training meetings covering safety requirements, operational procedures, skill development, and staff feedback.
• Maintain a calendar for breezeway cleaning and other recurring tasks using the Community Service Schedule in the CSR.
• Verify the accuracy of the maintenance equipment inventory.

Quarterly & Ongoing Responsibilities

• Oversee quarterly HVAC filter changes and inspect apartments for mold, leaks, and other maintenance concerns during these visits.
• Provide standard resident notices reinforcing trash, recycling, and proper HVAC operation policies.
• Ensure maintenance staff maintain required training and certifications, and notify the Community Manager of additional training needs.
• Maintain familiarity with applicable accessibility requirements and report concerns to the Community Manager.
• Track warranty expiration dates for major appliances and HVAC equipment, and arrange inspections before warranties expire.
• Maintain a current emergency vendor contact list for critical services, including gates, exterior plumbing lines, major electrical repairs, tree removal, and mold remediation.
• Maintain an accurate equipment inventory and provide an updated list to the Community Manager quarterly.
• Communicate equipment needs to the Community Manager before placing orders.

Move-Out & Move-In Responsibilities

• Begin pre-turn unit inspections at least 90 days before the scheduled move-in date and inspect all apartments. These inspections may be coordinated with quarterly maintenance inspections.
• Coordinate vendors throughout the turnover process and monitor schedules, work quality, and completion.
• Meet with the Community Manager within 15 days after move-in to review move-in inspection forms and ensure reported concerns receive follow-up maintenance.
• Coordinate inspections of all apartments within 90 days after move-in as part of the quarterly maintenance review.

Annual Responsibilities

• Maintain a record of anticipated capital projects and major repair needs.
• Review capital needs with the Community Manager during the annual budget process and prepare a prioritized list of required projects.

Qualifications

• Working knowledge of electrical, plumbing, HVAC, general repairs, and basic construction.
• Ability to read and interpret technical procedures, operating instructions, and applicable regulations.
• Ability to prepare reports, business correspondence, and written procedures.
• Ability to communicate clearly with residents, employees, contractors, management, and the public.
• Strong troubleshooting skills and the ability to follow written, verbal, diagrammed, and scheduled instructions.
• Ability to perform calculations involving percentages, discounts, measurements, area, circumference, and volume.
• Ability to understand operating statements, maintenance expenses, and budgets.
• Professional demeanor and excellent customer service, communication, and listening skills.
• Ability to lead, manage, train, and develop maintenance staff.
• Strong organization, attention to detail, and time management skills.
• Ability to remain patient and composed under pressure.
• Ability to work independently and collaboratively with others.
• Ability to maintain confidentiality, follow supervisory direction and company procedures, and accept constructive feedback.
• Must provide personal tools required for assigned maintenance work.
• Ability to perform essential physical duties, including climbing and working from ladders and lifting or carrying heavy materials and equipment, with or without reasonable accommodation.
• Availability to work weekends, overtime, and after-hours emergency assignments as required.

Education & Experience Requirements

• Associate degree from a two-year college or technical school, or an equivalent combination of education, related training, and experience.
• Two to three years of hands-on general maintenance experience.
• Two to three years of experience installing, maintaining, troubleshooting, and repairing building mechanical systems, including HVAC, plumbing, and electrical systems. This experience may overlap with general maintenance experience.
• Basic computer skills, including the ability to enter and retrieve maintenance data and program computerized access gates and related systems.

Certificates, Licenses & Registrations

• HVAC certification required.

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