Job descriptionPosition 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 • Support personnel across the portfolio, including Property Managers, Regional Managers, Training & Development, Maintenance Supervisors, technicians, roving maintenance team members, and skilled trade professionals. • Establish, communicate, and monitor maintenance standards, policy overviews, service expectations, and annual department goals in alignment with company objectives. • Oversee 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. • Develop and maintain preventative maintenance programs for HVAC, electrical, plumbing, elevators, roofs, parking lots, life-safety systems, and other critical building components. • Conduct 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). • Prepare maintenance-focused property evaluations, quality assurance reviews, and portfolio summaries to support operational planning, budgeting, and accountability. • Assist with capital planning, repair prioritization, scope development, bid review, project coordination, and cost analysis in conjunction with a five-year capital expenditure plan. • Analyze ongoing vendor performance management and compliance trends portfolio wide. • Oversee 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. • Negotiate, monitor, and support recurring service agreements, preferred vendor relationships, rebate programs, and portfolio purchasing opportunities to promote quality, consistency, and cost control. • Support recruiting, interviewing, onboarding, coaching, and performance review processes for maintenance leadership positions, particularly Maintenance Supervisors. • Contribute to the development, implementation, and ongoing improvement of maintenance policies, procedures, manuals, training materials, inventory controls, safety practices, and emergency response protocols. • Maintain or support accurate records related to equipment, assets, supplies, repairs, inspections, permits, service history, vendor activity, and preventative maintenance completion. • Manage 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. • Facilitate recurring maintenance meetings, roundtables, training discussions, and follow-up initiatives with Maintenance Supervisors, Regional Managers, Property Managers, and other operational leaders. • Work with municipalities and regulatory authorities as needed to manage inspections, permits, corrections, documentation, and related compliance matters. • Track 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. • Participate in due diligence activities, property transitions, risk management initiatives, energy savings programs, and other special projects as assigned. • Respond to urgent maintenance and facilities matters with sound judgment, professionalism, and appropriate escalation, including support during emergencies or when onsite personnel are unavailable. • Actively 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 • Strong working knowledge of multifamily maintenance operations, building systems, property preservation, vendor management, project coordination, and facilities-related compliance requirements. • Demonstrated ability to create scopes of work, evaluate bids, assess contractor performance, review project costs, and support sound procurement decisions. • Thorough understanding of maintenance trades, including HVAC, plumbing, electrical, carpentry, roofing, landscaping, life-safety systems, and general building repairs. • Ability to lead change management initiatives, implement standard practices, hold teams accountable, and support continuous improvement across multiple properties. • Strong 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. • Ability to remain calm under pressure, prioritize competing needs, and make practical decisions in time-sensitive or emergency maintenance situations. • Strong organizational skills with the ability to manage multiple properties, projects, deadlines, reporting requirements, meetings, and follow-up items simultaneously. • Working knowledge of property operating costs, capital planning, repair budgeting, building design, construction concepts, and project management practices. • Reliable 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. • Ability to work a full-time schedule with occasional evenings, weekends, holidays, travel, or emergency availability as business needs require.
Required Education/Experience • High school diploma or equivalent required; related undergraduate coursework, vocational training, technical school, or facilities-related certification preferred. • Minimum of seven (7) years of related maintenance, facilities, construction, property operations, or multifamily maintenance experience required. • Minimum of three (3) years of experience supervising or supporting maintenance teams across multiple locations preferred. • HVAC knowledge required; EPA certification required or must be obtained within a company-approved timeframe. • Certified Pool Operator (CPO), Certified Apartment Maintenance Technician (CAMT/CAMT+E), Certified Facility Manager (CFM), or similar industry credential preferred. • Experience with Yardi, Click & Comply, Conservice, Microsoft Office, and other maintenance, inspection, compliance, or reporting platforms preferred. • Intermediate proficiency with Microsoft Office, including Excel, Word, Outlook, and related communication or reporting tools. • Strong technical knowledge of residential building systems, preventative maintenance practices, make-ready standards, capital repairs, vendor coordination, and property-level maintenance workflows. • Highly 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. • Sound judgment, professionalism, accountability, confidentiality, and the ability to work independently while supporting a collaborative team environment. • Strong 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. • Demonstrated ability to identify maintenance and facilities concerns, evaluate root causes, recommend practical solutions, and follow through to support measurable improvement. • Ability to analyze costs, service trends, work quality, property conditions, vendor performance, and recurring issues to support proactive planning and operational improvement. • Working knowledge of property management, inspection, maintenance, compliance, and reporting systems used to monitor property condition, service activity, work orders, inspections, and operational performance. • Ability 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. • Ability to work in a fast-paced, entrepreneurial, and deadline-driven environment while adapting to changing priorities, portfolio needs, and leadership direction. • Practical understanding of multifamily property operations, including resident service expectations, maintenance response, turns, preventative maintenance, capital projects, vendor coordination, compliance, and site-level workflows. • Ability 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 • Reports directly to the Director of Operations (DOO) and partners closely with Regional Managers, Property Managers, and other internal and external stakeholders.
