Job Title	Facilities Manager
Job Classification	Operations
Name of Employee
Position Description	Facilities Manager
Name of Employer	Fairlington Villages Condominium
Home Address
City
State		Zip Code
Approved By			Date

 

Job Specifications & Qualifications

 Education & Training 

College degree or formal training in facilities management required, as well as related coursework and certification and licensing in engineering, construction and safety technology, licenses facilities maintenance, restoration and management issues. 

Experience 

Minimum five years of full-time experience supervising facilities operations and maintenance of a diverse portfolio of properties including residential.  

Knowledge, Ability & Skill 

Experience and knowledgeable in plumbing, electrical, brick, roofing, asphalt - concrete surfaces, building water penetration maintenance, trouble shooting and issues

Experience in supervising staff members

Demonstrates knowledge of methods, practices and materials in building maintenance and renovations

Have working knowledge of electrical, plumbing, building, roofing, and mechanical systems.

Have working knowledge of landscaping equipment and chemicals.

Ability to prioritize workload; follow-up on assignments; to direct and perform quality maintenance and landscaping services in a cost-effective manner; ability to supervise, motivate, train, and track staff, both as individuals and in teams.

Proficient in computer software programs used for administrative purposes, as well as computer-based inventory control and work order systems.

Have the ability to communicate effectively with management, board and committees, staff, vendors, tenants, government officials and the public.

Be dependability, punctuality, attention to detail, and consistency in adhering to association policies and procedures.

Good safety habits and common sense; ability to take necessary action in emergency situations; ability to use radio, fax, and pager equipment.

Position requires physical demands of walking or standing 70% of time, and bending, stooping, squatting, crawling, and climbing.    

Reporting

 The Facilities Managers Reports to the General Manager and supervised a maintenance staff of nine. 

Summary Duties and Responsibilities

 The Facilities Manager is responsible for the supervision of the maintenance staff, including work assignments and scheduling, training, and evaluating the maintenance staff.  The Facilities Manager oversees staff performed maintenance projects and assists in developing timelines for future projects.    The Facilities Manager works with the Resident Services Coordinator in managing the work order administration and management.  All work orders are logged into the computer for historical and tracking purposes. 

Specific Duties & Responsibilities

 Operational Management 

The Facility Manager is charged with day-to-day operational management of all aspects of the properties to assure maintenance of approved quality standards. The Facility Manager shall also prepare, coordinate and ensure that all fire, life safety, and other safety programs are established and followed in conjunction with the Environmental Health and Safety Coordinator.

Property Maintenance 

The Facility Manager is charged with the supervision of all maintenance programs relating to the interior and exterior conditions and appearance of the properties.  

A.    Regularly inspects properties for safety and maintenance problems; directs and/or performs preventative maintenance/gardening work on grounds; makes recommendations to regarding replacement versus repair, necessity of upgrading items, and cost of such supplies and equipment.  Follows up on vendor work quality.

B.    Ensures that work orders and service requests are completed in a courteous, timely, and efficient manner; coordinates work schedules with Resident Managers and Property Managers.

C.    Recommends need for contract and outside vendor services.  Assist as directed with Operations department in selecting outside vendors.  Assist as directed with specification review, bidding and supervision of contracted services.  Provides cost estimates for Facilities department projects and submits them to the General Manager.

D.    Determines when work orders exceed the scope of the staff’s ability to respond and when necessary, coordinates repairs and projects with the Operations Department through the General Manager.

E.    Has thorough knowledge of all locations of power, water, and gas turnoffs, plumbing cleanouts, fire extinguishers, and fire hydrants associated with each section of the property.

F.    Responds to water intrusion calls, evaluates damage, submits insurance report/claim, and arranges for repair work. 

Customer Service 

The Facility Manager is responsible, at all times, for a positive and prompt response to requests from owners and residents and for the implementation of ongoing programs to constantly assess owners needs and to assure problems are being solved promptly and to the mutual benefit of the owner and the association. 

Planning & Budgeting 

The Facility Manager shall develop and administer the maintenance and facilities staffing budgets, subject to the approval of the General Manager. 

A.   Develops long-term maintenance related projects. 

B.     Evaluates projects and recommends performing the work with staff members or outside contractors.

C.    Investigates and provides pricing information for equipment replacement/repair costs.

 Administrative 

A.    Establishes daily work assignments for Facilities department.

B.    Follows up on work assignments for efficient and thorough completion.

C.    Maintains records of the types and frequency of service requests received and completed.

D.    Makes recommendations concerning contracted services.

E.    Develops and maintains a purchasing and tracking system for major equipment; anticipates equipment needs and purchases them with Management approval.

F.    Develops an inventory tracking system for parts, small tools and supplies.

G.    Reviews parts and supplies on a weekly basis; maintains inventory records and processes supply orders.

H.    Maintains facilities maintenance department records and filing system.

I.   Purchases inventory material for maintenance crew.  Maintain an inventory record, provides controls over materials and equipment.  Provide monthly inventory list.

J.     Oversees and keeps records on all maintenance equipment, including trucks.

K. Provides emergency call back up every other month. 

Reporting

A.   Prepares monthly report to Board on maintenance productions and projects.

B.   Submits reports for weekly and semi-annual property inspections.

C.  Prepare facilities related sections, appropriate enclosures and attachments to the monthly board packages. 

Training 

The Facility Manager shall participate in continuing education programs and in-house meetings and training sessions, as approved or directed by the General Manager and the managing agent. The Facility Manager is responsible for on-the-job training activities for subordinates and trainees, working with the General Manager and the Operations Manager to assure proper training programs are being implemented, and to assess the progress of the individua1s(s) involved.  

Personal Development 

The Facility Manager is expected to implement, control and become thoroughly conversant with, and be knowledgeable of (but not limited to), the following aspects of Facility/Property Management 

A.   Approves staff timesheets and requests for personal time off.

B.   Reviews staff performance as set forth by the association.

C.   Makes recommendations to the General Manager regarding hiring, training, firing, transfers and promotions of Facilities department.

D.   Gives input on personnel ads and job descriptions.

E.   Holds regular staff meetings and communicates association policies and procedures, serves as liaison between the facilities department and other staff.

F.    Plans, organizes and gives direction to the maintenance staff in the execution of maintenance and repair work.

G.  Schedules and oversees the various maintenance programs which are preformed by the in-house staff.

H.   Performs annual maintenance staff evaluations.

I.    Oversees the training of the staff for quality of work and compliance with association and industry standards.

J.     Conducts weekly staff meetings.

K.   Interviews maintenance applications.

L.    Supervises staff during snow removal and coordinates with the Operations Manager.

M.  Processes weekly bills for maintenance line items.  

Safety 

A.    Conducts periodic safety inspections on all properties and job sites.

B.    Conducts new hire safety training, provides ongoing training and education on safety-related issues.

C.    Maintains safety reports for the for a maintenance personnel.

D.    Updates and maintains the emergency preparedness instructions.  Holds emergency preparedness meetings at least on an annual basis to review safety policies and procedures.  

Accountability 

In the execution of the responsibilities, the Facility Manager is held accountable for his/her independent actions, within the guidelines of the Position Description, Property Operating Plan and Budget, with primary emphasis on visible, hands-on management of the properties.  

The Facility Manager may need to make use of their personal vehicle for work related duties; therefore, the manager shall maintain a current driver's license in the state of employment and shall maintain appropriate insurance at all times.  

The Facility Manager will assume any additional duties and responsibilities as delegated by the General Manager.       

 

Job Definition
Wage & Hour Exempt Status	Exempt	Division/ Department	Facilities
Starting Salary	Negotiable	Supervisor	J William Reynolds
Days in Work Week	5
Special Job Requirement:
Attend monthly board meeting, the annual meeting and occasional committee and association meetings as specified.

 

Benefits – See Personnel Manual
Yearly Vacation Days		Yearly Sick Leave
Medical
Disability
Life Insurance
Retirement / 401K