SUMMARY:

The Director of Maintenance is an employment-at-will position governed under the terms and conditions of ARHA’s Executive Leadership Service. The position is part of the Executive Management Team and reports to the Chief Operating Officer.

The Director of Maintenance is responsible for leading approximately 30-employees and the daily operations of the Maintenance Division, which includes the development and innovation of all maintenance policies and procedures, programs and initiatives to ensure cost effective management of ARHA’s housing portfolio. This position requires the ability to supervise a large maintenance staff in a union environment. The incumbent will participate in a variety of personnel actions, hire and direct a workforce to ensure properties and common areas are maintained in a clean and orderly manner. The incumbent must be highly skilled at increasing operational efficiencies that produce continuous improvements, ensuring a focus on customer service, as well as developing a skilled workforce.

This position is responsible for the oversight of in-house maintenance in combination with the prudent use of high-quality contract services. This includes all maintenance repairs, replacements, warranty programs of new equipment, custodial services and consulting capital improvements to the physical structures of ARHA housing units in coordination with other divisions. This position is responsible for directing maintenance supervisors and/or coordinating all property maintenance functions to ensure that the condition and appearance of the properties to meet ARHA’s standards. This position ensures a high level of quality production and customer service; and monitors work in progress as well as performs quality control spot-inspections on completed work.

The Director of Maintenance coordinates and confers with contractors and supervisors to ensure production schedules are attained; confers with staff and residents to resolve maintenance problems; interprets agency policy for staff and designs/enforces safety regulations; ensures compliance with local, state and federal requirements regarding maintenance related projects.

This position is responsible for participating in the preparation of property operating and capital budgets, submitting budget recommendations, preparing cost estimates and monitoring expenditures; also reviewing and updating financial documentations including Annual Statement/Performance and Evaluation reports, P&E’s, financial data (General Ledger) and supporting documents, i.e., CFP grants, non-CFP grants, contract file maintenance (pay requests, change orders, request for information, etc.) Reviews HUD due reporting procedures PIC (HUD) updates for Development to ensure timeliness and accuracy.

This employee creates Requisitions for Proposals ("RFPs") and Invitations for Bid ("IFBs") in accordance with ARHA’s policy, approves purchase requisitions to ensure housing stock is maintained; writes and submits reports and contract specifications to generate new service contracts. Further, an employee in this position is responsible for the oversight of the ARHA work-order system, assuring timely response to and completion of work orders, oversight of maintenance purchase orders, unit turnover and rehabilitation reports; and the periodic performance of quality assurance inspections to ensure that ARHA’s Housing units meet all local code requirements.

Performs research to identify resources and collect required data for the application of funds. Is also responsible for utilizing the Capital Improvement early fund/budget in a timely manner. Coordinates with directors and staff on Capital Fund Budgets, monitoring program changes and reviewing/confirming availability of funds.

Assists in the preparation of Total Rehabilitation cost estimates for properties for inclusion in the Demolition and Disposition of HUD applications. Monitors the Authority’s capital replacement plans to ensure each year’s modernization needs are identified and included in the annual and 5-Year Capital Fund Program funding cycles.

The work requires knowledge of the methods, procedures and practices of the trades including plumbing, electrical, appliance repair, heating, ventilating and air conditioning ("HVAC"), and carpentry in order to perform needed maintenance or supervise others to perform these tasks. There are guidelines for performing the work, but the employee is expected to use judgment in finding, choosing and applying the proper procedure or precedent with significant deviations from standard methods and/or accepted practices. Problem solving is an integral part of this work requiring the incumbent to determine the best way to correct problems or material needed to complete work. The success or failure in resolving maintenance problems has a direct effect upon the physical comfort and well-being of the occupants of the assigned properties.

The Director of Maintenance is also responsible for developing and implementing protocol for the inspection of all multifamily and scattered site units within the ARHA portfolio. This includes properties that are managed by a third-party management company, but the maintenance is by ARHA. The inspection function includes the comprehensive study of all buildings and elements thereof for signs of structural damage or other issues that could lead to safety problems, the physical condition of unit interiors, which could lead to unsafe conditions for residents. It also includes, among other things, the study of all building elements for areas where preventative maintenance efforts may be introduced. The maintenance director spends time walking sites to inspect the work of the maintenance staff and to ensure that all systems are functioning properly. The Director of Maintenance may be on call 24 hours a day to respond to emergencies.

Contacts are with the Chief Executive Officer, Deputy Executive Director, Chief Operations Officer, ARHA directors, as well as supervisors and employees of ARHA and private contractors for the purpose of exchanging information or providing technical information. There is also regular contact with residents of ARHA properties while providing maintenance service to their homes.

The work environment varies from office to client homes to outside or service area of ARHA property and involves some discomfort while performing assigned tasks. The work consists of assignments that may require the use of safety equipment and regular visits to client's homes. The incumbent may spend varying amounts of time crouching or crawling in confined spaces, climbing ladders, carrying/pushing objects up to fifty pounds.

Essential Duties and Responsibilities

The below statements describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Develop and implement inspection protocol for the entire portfolio of units, such as inspections dictated by the local housing code and federal funds (Real Estate Assessment ("REAC") and Health and Quality Standards ("HQS"), or those required by ARHA property standards.
• Provide direction and supervision to maintenance supervisors, including counseling, skill development and training, discipline, and performance appraisals by planning, directing and supervising their daily activities by reviewing daily maintenance work orders and assignments with maintenance management staff.
• Select, train, motivate, and direct maintenance personnel; evaluate and assure review of work for acceptability and conformance with division standards, including program and project priorities; work with supervisors and employees on difficult performance issues; implement discipline and termination procedures; respond to staff questions and concerns.
• Supervise and monitor employee and contractors' compliance with the stated Performance Standards. Performs quality control of maintenance services.
• Oversee preventative maintenance and/or repairs to heating, venting and air conditioning system, electrical wiring, plumbing system, and physical structures both exterior and interior as required.
• Spot-inspect work completed by maintenance staff and outside contractors for conformance to contract specifications, standards and quality-of-service expectations.
• Provide regular and accurate statistics and reports for maintenance operations, including completion and production data.
• Enforce maintenance policies and procedures.
• Oversee work orders for proper and complete information.
• Address tenant issues and concerns.
• Oversee maintenance of supplies and inventory.
• Follow up on any unsatisfactory outcomes to attempts to solve maintenance problems of clients.
• Communicate with HUD, inter-divisionally with other administrators, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts, and exchange information.
• Continually evaluate and work to improve the methods and practices of the maintenance staff in order to maximize efficiency.
• Interpret Agency policy to staff.
• Preparation of Maintenance budgets.
• Performs other related duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience

Ten (10) years of Property Management including facility and grounds management including facility and grounds management, work order systems and servicing, maintenance and repairs. At least five (5) years in management positions to include financial responsibilities in developing and managing operating and capital budgets as well as project management oversight. Outstanding human relations and leadership skills, and the ability to function in a team environment are required. Previous experience working in a union environment is helpful.

Job Competencies

• Solid working knowledge of automated work order control systems and the ability to effectively use a personal computer for word processing, spreadsheet design and data retrieval to provide production and completion reports.
• Effective language skills, writing skills, mathematical skills, reasoning ability and customer service.
• Strong understanding of Information Technology systems and Microsoft Excel required.
• Ability to communicate clearly.
• Ability to supervise others.
• Bilingual skill is a plus.
• Yardi

Technical Skills

To perform this job successfully, an individual should be competent working with word processing, internet, e-mail and spreadsheet software. Must be able to learn other software by assigned tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 frequently required to sit, stand, walk and talk or listen.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Application Instructions

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