JOB TITLE: FACILITIES MANAGER
WINDHAM & WINDSOR HOUSING TRUST (WWHT)
SUMMARY OF JOB: The Facilities Manager provides leadership, vision, and overall management of WWHT’s building maintenance department. The Facilities Manager is responsible for ensuring that all building systems, facilities, and equipment operate at peak efficiency. WWHT self-manages 377 multi-family rental units across 43 buildings, and 42 mobile home park lots. Primary responsibility of this position includes managing a team of five Maintenance Technicians; planning, scheduling, and overseeing ongoing maintenance and repair of WWHT’s portfolio of multi-family properties and correspondent grounds; and managing emergency responses at WWHT properties. The Facilities Manager is also responsible for helping to ensure the long-term financial sustainability and resiliency of the properties by planning and implementing efficiency improvements, maintenance processes, and capital improvements.
REPORTS TO: Asset Manager
PRIMARY RESPONSIBILITIES:
- Plans, prioritizes, assigns, supervises, and reviews the work of maintenance technicians; assists technicians in analyzing and resolving problems; addresses and resolves issues related to work quality or conduct.
- Assesses and manages job performance and development of maintenance staff on an ongoing basis.
- Identifies and monitors key performance indicators for Maintenance Department; plans, implements, and evaluates efficiency improvements to department operating processes and systems
- Ensures that portfolio buildings meet all local and state codes and regulations. Maintains digital and paper records, and schedules all physical plant inspections required by State of Vermont including boiler, fire alarm, sprinkler, elevator, and environmental inspections. Ensures compliance with Vermont’s Inspection, Repair, and Cleaning (IRC) Practices regarding hazardous materials.
- Create and implement preventative maintenance plans.
- Conduct regular property inspections to identify maintenance issues, code violations, or long-term repair needs
- Collaborate with Leasing and Revenue Manager and Property Managers to prepare for all required inspections
- Develops work scope for all contracted repairs, installations, and required inspections; solicits and evaluates proposals; hires contractors; inspects and signs off on completed work.
- Develops and issues RFPs for vendors needed to maintain properties including systems maintenance contracts, cleaning, grounds, snow removal, etc.; monitors vendor performance to ensure that it meets standards and specifications.
- Ensures security at all properties by continuously evaluating and maintaining security camera systems, maintaining inventory of keys for all properties, and overseeing protocols for lock changes at unit turnover and eviction.
- Oversees department’s coordination with property management staff in scheduling apartment turnover work, inspections, repair work, and preventative maintenance work. Oversees the ordering and maintenance of necessary inventory of supplies, tools, and equipment for portfolio of properties.
- Maintain inventory of keys for all properties, and overseeing protocols for lock changes at unit turnover and evictions.
- Interprets company policies to workers and enforces safety regulations; ensures that workers have adequate training and protective equipment to safely conduct their work; ensures that all new WWHT employees are familiar with office safety protocols and SOP’s. Periodically evaluates regulations to ensure compliance with government standards and updates procedures accordingly.
- Participate in leadership meetings, providing updates on maintenance issues, capital planning, and staffing needs
- Works in close collaboration with the development and property management teams during project development to ensure that building and grounds design, materials, appliances, and systems can be efficiently maintained for the long-term.
- Works in collaboration with Finance, Asset and Property Management in developing annual operating and capital budgets for the properties. Works in conjunction with Asset Manager to create long term (5/10/20 year) capital plans for each property.
QUALIFICATIONS:
- Strong communication skills, active listener, strategic thinker and problem solver, effective at delegating.
- Ability to read, interpret, and impart information from technical documents such as operating and maintenance manuals, building plans and specifications, safety instructions; etc.
- Familiarity with Microsoft Office (Outlook, Word, Excel); ability to learn and use new program software
- Ability to interact with and respond to a variety of people, from contractors and agency inspectors to elderly resident and tenants with chronic health issues.
REQUIRED EXPERIENCE AND TRAINING:
- 5-7 years of supervisory experience
- Experience developing bid scopes and evaluating bid packages for building projects; experience job costing and estimating
- Strong technical knowledge of all building systems (e.g. electrical, mechanical, heating, plumbing, etc.)
- Experience maintaining new systems technologies e.g. air-source heat pumps and heat pump water heaters, solar hot water and solar PV, smart thermostats, district heating systems, etc.
CERTIFICATIONS AND LICENSES:
- Must have current valid driver’s license.
- Must have a pickup truck or equivalent to transport tools, equipment and debris.
- Must carry auto insurance of at least $50,000/$100,000/$50,000
- Successful completion of course in Essential Maintenance Practices and EPA RRP within the first 6 months from hire date.
PHYSICAL AND MENTAL DEMANDS OF THE POSITION:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is required to stoop, kneel, crouch, or crawl and talk or hear. The employee is occasionally required to walk, climb or balance, and taste or smell. The employee must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, and outside weather conditions. The noise level in the work environment is usually moderate. PPE is supplied as needed.
COMPENSATION: Range from $72,000 -$78,000 annual salary based on experience
EMPLOYER RIGHTS AND DISCLAIMERS:
This job description is not a contract for employment. It is a list of duties and expectations. However, it should not be considered a complete list of expected duties. Duties may be added, dropped, or changed at any time.
The job qualifications may change at any time. Windham & Windsor Housing Trust may add, drop, or change any qualifications for the position in order to fit changes in the organization. This job description should not be interpreted as a complete list of job qualifications.
This document does not extend an offer for permanent or continuous employment. Windham & Windsor Housing Trust is an at-will employer.
Culture and Belonging:
WWHT is committed to creating an inclusive and welcoming environment where everyone feels valued and connected. This involves fostering a sense of belonging, promoting cultural diversity, and ensuring equal opportunities for all. WWHT expects all its staff to be receptive to learning and demonstrating skills and practices necessary for approaching and addressing issues through this lens.
WWHT Mission: To strengthen the communities of Southeast Vermont through development and stewardship of permanently affordable housing and through ongoing support and advocacy of its residents.
