Maintenance and Facilities Manager

Job Description

Job Description

Position Description: Maintenance and Facilities Manager (MFM)Job DescriptionThe Maintenance and Facilities Manager (MFM) provides portfolio-level leadership, technical guidance, and operational oversight for maintenance and facilities functions across the multifamily portfolio. This role supports property performance by establishing maintenance standards, strengthening preventative maintenance programs, improving vendor and contractor performance, supporting capital and repair planning, and promoting safe, efficient, and well-maintained communities. The MFM serves as a subject matter resource for property teams, and partners closely with Regional Managers, Property Managers, and an array of external and internal stakeholders. This position requires strong technical expertise, sound judgment, effective communication, and the ability to manage multiple priorities while supporting a culture of accountability, service, safety, and operational excellence.
Job Duties
•\tSupport personnel across the portfolio, including Property Managers, Regional Managers, Training & Development, Maintenance Supervisors, technicians, roving maintenance team members, and skilled trade professionals.
•\tEstablish, communicate, and monitor maintenance standards, policy overviews, service expectations, and annual department goals in alignment with company objectives.
•\tOversee recordkeeping and storage for portfolio maintenance operations, including property upkeep, mechanical systems, make-ready quality, preventative maintenance, sanitation, safety practices, and overall physical asset condition.
•\tDevelop and maintain preventative maintenance programs for HVAC, electrical, plumbing, elevators, roofs, parking lots, life-safety systems, and other critical building components.
•\tConduct routine property inspections, identify maintenance and facilities needs, document findings, and communicate recommended corrective actions to Property Managers, Regional Managers, and the Director of Operations (DOO).
•\tPrepare maintenance-focused property evaluations, quality assurance reviews, and portfolio summaries to support operational planning, budgeting, and accountability.
•\tAssist with capital planning, repair prioritization, scope development, bid review, project coordination, and cost analysis in conjunction with a five-year capital expenditure plan.
•\tAnalyze ongoing vendor performance management and compliance trends portfolio wide.
•\tOversee assigned contract capex work and special projects by coordinating with onsite teams, contractors, vendors, municipalities, and internal leadership to ensure timely, compliant, and cost-effective completion.
•\tNegotiate, monitor, and support recurring service agreements, preferred vendor relationships, rebate programs, and portfolio purchasing opportunities to promote quality, consistency, and cost control.
•\tSupport recruiting, interviewing, onboarding, coaching, and performance review processes for maintenance leadership positions, particularly Maintenance Supervisors.
•\tContribute to the development, implementation, and ongoing improvement of maintenance policies, procedures, manuals, training materials, inventory controls, safety practices, and emergency response protocols.
•\tMaintain or support accurate records related to equipment, assets, supplies, repairs, inspections, permits, service history, vendor activity, and preventative maintenance completion.
•\tManage and support asset tracking and inventory control processes, including monitoring, documenting, and maintaining accurate records for materials, supplies, equipment, and unit inventory assets across the portfolio.
•\tFacilitate recurring maintenance meetings, roundtables, training discussions, and follow-up initiatives with Maintenance Supervisors, Regional Managers, Property Managers, and other operational leaders.
•\tWork with municipalities and regulatory authorities as needed to manage inspections, permits, corrections, documentation, and related compliance matters.
•\tTrack and support compliance-related action plans and follow-up items, including OSHA requirements, municipal inspections, lender inspections, property insurance inspections, corrective actions, documentation, and related reporting.
•\tParticipate in due diligence activities, property transitions, risk management initiatives, energy savings programs, and other special projects as assigned.
•\tRespond to urgent maintenance and facilities matters with sound judgment, professionalism, and appropriate escalation, including support during emergencies or when onsite personnel are unavailable.
•\tActively participate in the budget and projection process, including bid management, scope development, contract summarization, and related follow-up to support accurate planning and informed decision-making.
Job Requirements
•\tStrong working knowledge of multifamily maintenance operations, building systems, property preservation, vendor management, project coordination, and facilities-related compliance requirements.
•\tDemonstrated ability to create scopes of work, evaluate bids, assess contractor performance, review project costs, and support sound procurement decisions.
•\tThorough understanding of maintenance trades, including HVAC, plumbing, electrical, carpentry, roofing, landscaping, life-safety systems, and general building repairs.
•\tAbility to lead change management initiatives, implement standard practices, hold teams accountable, and support continuous improvement across multiple properties.
•\tStrong communication skills with the ability to interact professionally with executives, Regional Managers, Property Managers, Maintenance Supervisors, onsite teams, vendors, contractors, municipalities, and residents when appropriate.
•\tAbility to remain calm under pressure, prioritize competing needs, and make practical decisions in time-sensitive or emergency maintenance situations.
•\tStrong organizational skills with the ability to manage multiple properties, projects, deadlines, reporting requirements, meetings, and follow-up items simultaneously.
•\tWorking knowledge of property operating costs, capital planning, repair budgeting, building design, construction concepts, and project management practices.
•\tReliable transportation, a valid driver’s license if required by company policy, and the ability to travel to properties, offices, vendor meetings, training sessions, and other business-related locations as needed.
•\tAbility to work a full-time schedule with occasional evenings, weekends, holidays, travel, or emergency availability as business needs require.
Required Education/Experience
•\tHigh school diploma or equivalent required; related undergraduate coursework, vocational training, technical school, or facilities-related certification preferred.
•\tMinimum of seven (7) years of related maintenance, facilities, construction, property operations, or multifamily maintenance experience required.
•\tMinimum of three (3) years of experience supervising or supporting maintenance teams across multiple locations preferred.
•\tHVAC knowledge required; EPA certification required or must be obtained within a company-approved timeframe.
•\tCertified Pool Operator (CPO), Certified Apartment Maintenance Technician (CAMT/CAMT+E), Certified Facility Manager (CFM), or similar industry credential preferred.
•\tExperience with Yardi, Click & Comply, Conservice, Microsoft Office, and other maintenance, inspection, compliance, or reporting platforms preferred.
•\tIntermediate proficiency with Microsoft Office, including Excel, Word, Outlook, and related communication or reporting tools.
•\tStrong technical knowledge of residential building systems, preventative maintenance practices, make-ready standards, capital repairs, vendor coordination, and property-level maintenance workflows.
•\tHighly organized and detail-oriented, with the ability to track inspections, repairs, permits, contracts, budgets, inventory, follow-up items, and deadlines across a portfolio of properties.
•\tSound judgment, professionalism, accountability, confidentiality, and the ability to work independently while supporting a collaborative team environment.
•\tStrong written and verbal communication skills, including the ability to document findings, explain technical issues, present recommendations, and build effective working relationships with internal and external partners.
•\tDemonstrated ability to identify maintenance and facilities concerns, evaluate root causes, recommend practical solutions, and follow through to support measurable improvement.
•\tAbility to analyze costs, service trends, work quality, property conditions, vendor performance, and recurring issues to support proactive planning and operational improvement.
•\tWorking knowledge of property management, inspection, maintenance, compliance, and reporting systems used to monitor property condition, service activity, work orders, inspections, and operational performance.
•\tAbility and willingness to learn, use, and adapt to company technologies, including property management software, maintenance and inspection platforms, mobile applications, reporting tools, communication systems, and other technology resources used to support efficient portfolio operations.
•\tAbility to work in a fast-paced, entrepreneurial, and deadline-driven environment while adapting to changing priorities, portfolio needs, and leadership direction.
•\tPractical understanding of multifamily property operations, including resident service expectations, maintenance response, turns, preventative maintenance, capital projects, vendor coordination, compliance, and site-level workflows.
•\tAbility to perform duties in office, virtual, and property settings, including walking communities, inspecting buildings, using computer systems and mobile devices, communicating in person and digitally, and occasionally lifting or moving up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.
Reporting Relationship
•\tReports directly to the Director of Operations (DOO) and partners closely with Regional Managers, Property Managers, and other internal and external stakeholders.