Maintenance Manager

ABOUT GREYSTAR

Greystar is a leading, fully integrated global real estate company offering expertise in property management, investment management, development, and construction services in institutional-quality rental housing, logistics, and life sciences sectors. Headquartered in Charleston, South Carolina, Greystar manages and operates more than $290 billion of real estate in 247 markets globally with offices throughout North America, Europe, South America, and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States, manages more than 857,400 units/beds globally, and has a robust institutional investment management platform comprised of more than $76 billion of assets under management, including over $34 billion of development assets. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more, visit www.greystar.com.

JOB DESCRIPTION SUMMARY

Manage and coordinate all reactive, scheduled and statutory works for a Community to ensure the interior and exterior of buildings, plant and equipment, grounds, amenities, and common areas of the property meet the Company’s standards for cleanliness, appearance, compliance, safety, and overall functionality as well as meet budgeted financial and operational goals. This is a hands-on role.

JOB DESCRIPTION

Role Summary:

Manage and coordinate all reactive, scheduled and statutory works for a Community to ensure the interior and exterior of buildings, plant and equipment, grounds, amenities, and common areas of the property meet the Company’s standards for cleanliness, appearance, compliance, safety, and overall functionality as well as meet budgeted financial and operational goals.  This is a hands-on role.

Key Role Responsibilities:

• Manage the completion of all work orders generated from resident requests for service, as well as routine upkeep on the property by diagnosing the source or cause of the defect or problem, and making repairs in accordance with established policies, procedures, and safety standards and any code requirements and budgetary requirements.
• Oversee the turnover or make-ready process to prepare vacant apartment homes for leasing and new move-ins by completing the pre-move-out inspection, creating a “punch” list of maintenance work needed, scheduling vendors and contractors as needed, obtaining needed supplies and materials, and inspecting completed work.
• Develop and maintain standards for the cleanliness and overall appearance of the Community to ensure that they reflect and represent the high quality of Greystar standards.
• Periodically inspect work performed by other maintenance team members to assess effectiveness of policies and procedures and develop corrective action plans as needed.
• Inspect work performed by contractors, vendors and other service providers to verify the work, materials and services meet quality standards, scope and specifications as required.
• Prepare and reforecast annual departmental budgets by analysing financial statements, reviewing capital expenditure needs, and predicting future patterns.
• Maintain adequate inventory of spare parts and maintenance materials as needed to stay within budgetary guidelines.
• Action regular Preventative Maintenance plans as outlined in the Policy and Procedure Manual.
• Coordinate and monitor contractor/supplier performance to standard and retain accurate records of their site operations including all relevant qualifications, documents and permits to work.
• Accompany external contractors whilst on site in line with key management and access to accommodation policies and practice.
• Ensure annual checks are carried out for their statutory insurance and qualifications including, but not limited to carrying out routine testing and inspections of emergency lighting, fire alarms, and all other operational and safety systems.
• Manage & maintain all statutory testing records, utilising other team members where appropriate.
• Review site risk assessments as required with Community Manager.
• Conduct regularly scheduled Greystar safety meetings, ensure all SDS are current and readily accessible, and keeps up to date on all state, federal and other safety related laws and requirements to ensure property compliance.
• Support cost-cutting and expense control programs by fixing rather than replacing parts, when possible, not being wasteful with materials and supplies, and practicing the correct use and tracking for tools and equipment.
• Demonstrate customer services skills by treating residents and others with respect, answering questions from your team and residents, responding sensitively to complaints about maintenance services, and assigned work orders with efficiency and urgency.
• Manage a team of Maintenance Technicians, including recruitment, training, performance management, goal setting and reviews.
• Is available on call out of hours to respond to emergency situations to resolve problems.
• Complete various human resources, financial, and administrative tasks, as well as other reports and analysis and perform other duties as assigned or as necessary.

Organisational and Other Responsibilities:

• Work together with Health & Safety to drive a safety culture by managing and monitoring the appropriate health & safety and compliance activities including the incident reporting system and ensure that the property(ies) operates in a safe and risk-free environment.
• Ensure the operation of the communities complies with Company policies and procedures and any laws and regulations governing housing operations and residential lettings.
• Manage planned and reactive maintenance as well as capital projects, engaging internal teams to ensure timely resident communication and completion to a high standard within agreed budgets and timescales.
• Follow established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organisational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).
• Practice proper safe behaviours and techniques in accordance with Company, property(ies), and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s).
• Identify areas for improvement, offers suggestions to improve efficiency and productivity, and implements ideas that achieve operational excellence.
• Keep abreast of current changes in technology, processes, and standards within the industry and area(s) of responsibility by attending internal and external training classes, research and/or subscribing to professional publications, or utilising other appropriate method(s) to obtain business and professional information and apply knowledge and practices to area(s) of responsibility.

Physical Demands:

• Incumbents need to be able to stand, walk, and/or sit for extended periods of time and bend, stoop, climb ladders, reach, carry objects, and crawl in confined areas.
• Incumbents must be able to work inside and outside in all weather conditions (rain, snow, heat, hail, wind, sleet).
• Incumbents must be able to push, pull, lift, carry, or maneuver weights of up to twelve (12) kilograms independently and twenty-three (23) kilograms with assistance.

Key Relationships:

• Community Managers and Community Teams
• Regional Operations Managers
• Regional Facilities Manager  
• Contractors and Suppliers

About You

Knowledge, Skills, and Experience Sought:

• Any/all licenses and/or certifications as required by Federal/State/Local jurisdictions.
• Valid driver’s license.
• Demonstrated ability to read, write, and communicate effectively to comprehend and complete requests for proposals, review bids, prepare budgets and other documents and explain apartment features and answer questions about the property(ies)’s operation.
• Excellent verbal and written communication skills as well as numerical/financial skills.
• General knowledge/understanding of Health and Safety risks including manual handling, worksite safety, chemicals, trip and fall hazards.
• Demonstrated management and supervisory skills sufficient to hire, lead, direct, evaluate, and manage subordinate and team members, including maintenance specialists.
• Continually strives to improve knowledge, skills and abilities to produce the best results.
• A positive team player, skilled at collaborating with team members, key business leaders to drive results and support the wider team and business objectives.
• The ability to effectively supervise Contractors and Suppliers.
• The ability to work the aptitude to determine the most cost-effective solutions to repairs without sacrificing on quality.
• Excellent organisational skills, including the ability to prioritise workload, achieve deadline driven defined outcomes, and display good judgment under pressure.
• Computer literacy, with proficiency in Microsoft Office suite and database management systems.
• A strong work ethic and ability to work independently and take ownership of a task/project end to end.
• Flexible approach to working in a fast-paced environment and adaptable to thriving in a changing environment.
• Exceptional communication skills and customer service approach, and comfort with and awareness of the demands of working a customer-facing role.
• Smart in appearance, complying with the Company’s appearance policy.
• Ability to obtain a favourable National Criminal History Check and Working with Children Check

Desirable:

• Knowledge in various building repair trades, purchasing procedures and practices, janitorial, painting and repair procedures.
• Building maintenance experience in a domestic residential environment (i.e. hotel or private residential block) or experience in a related building trades field consisting of repairs, refurbishing, cleaning, heating, and maintenance administration.
• Experience of developing and maintaining risk assessments, managing preventative maintenance systems and supporting property management obligations to operate a safe building.
• Qualifications and/or experience in project management.
• Industry-relevant skills and knowledge such as building codes and standards, legal requirements, contract management, and small business finances.
• A qualification or experience in electrical/mechanical engineering, plumbing, or HVAC.