Facilities Manager

POSITION SUMMARY

The Facilities Manager is responsible for the day-to-day upkeep, maintenance, and repair of 200+ scattered-site multifamily housing units, organization offices, and related properties. This role provides direct supervision of maintenance technicians and janitorial staff while remaining hands-on in maintenance operations to ensure safe, clean, and functional housing.

This position focuses on operational execution, staff coordination, work order management, preventative maintenance, and compliance with housing standards

ESSENTIAL DUTIES & RESPONSIBILITIES

Maintenance Operations (Hands-On)

• Perform routine and corrective maintenance tasks including plumbing, electrical, HVAC support, carpentry, painting, flooring, and appliance repair.

• Respond to emergency maintenance situations, including after-hours issues as needed.

• Assist technicians with complex repairs and turnovers to meet occupancy timelines.

• Conduct unit inspections before move-in, during occupancy, and at move-out.

• Ensure all work meets HUD (NSPIRE), local housing, safety, and code requirements.

Staff Supervision & Scheduling

• Supervise and coordinate daily activities of maintenance technicians and janitorial staff.

• Assign work orders and prioritize tasks based on urgency, occupancy needs, and safety.

• Train staff on maintenance procedures, safety protocols, and property standards.

• Monitor employee performance, provide coaching, and assist with evaluations.

• Ensure staff maintain proper use of tools, equipment, and PPE.

Preventative Maintenance & Work Orders

• Develop and implement preventative maintenance schedules for building systems and equipment.

• Track maintenance requests, completions, and follow-ups using electronic or manual work order systems.

• Perform annual monitoring for fire panels, extinguishers, elevators, and oversee small company vehicles.

• Identify recurring issues and recommend practical solutions to reduce downtime and costs.

Property & Vendor Coordination

• Coordinate with approved vendors and contractors for specialized repairs when needed.

• Monitor contractor performance to ensure quality work and adherence to timelines.

• Assist with obtaining quotes and verifying completion of contracted work.

Inventory & Supplies

• Maintain inventory of tools, maintenance supplies, and janitorial materials.

• Request replenishment of supplies and assist with cost-effective purchasing decisions.

• Ensure proper storage and accountability of agency equipment.

• Assist with monitoring of gas cards and weekly receipts from team.

Safety, Compliance & Documentation

• Ensure compliance with safety standards, housing regulations, and inspection readiness.

• Maintain documentation related to maintenance activities, inspections, and repairs.

• Support preparation for internal and external property inspections.

• Acknowledge that the program follows the nondiscrimination requirements included in the Fair Housing Act, HUD’s Equal Access Rule, and the Violence Against Women Act (VAWA).

Collaboration & Communication

• Work closely with Housing staff, property management, and leadership to address maintenance needs.

• Communicate clearly with residents regarding access, expectations, and completed repairs.

• Support agency mission, values, and customer service expectations.

Other Duties

• Perform related duties as assigned.

• Provide coverage during staffing shortages or high-volume maintenance periods.