Facilities Operations Manager - East Campus Graduate Apartments
Department: Property Maintenance
Employment Type: Full Time
Location: East Campus Graduate Apartments - Austin, TX
Description
We are seeking a Facilities Operations Manager that managerially and administratively oversees the Facilities Maintenance Team and facilities operations at our community.

On a daily basis, this position partners closely with office management and staff, oversees the Facilities Maintenance Team, Preventative Maintenance Plan, vendor relationships, etc. This position requires strong communication and project management skills to ensure all necessary parties are informed and aligned regarding daily facilities operations, move-outs and move-ins, facilities related projects, deliveries and services, etc.
As the leader of the on-site Facilities Maintenance Team, you will play a key role in strategic work order management to ensure both resident and community needs are met in a timely manner.
This position will be responsible for overseeing and ensuring the quality upkeep of all facilities and grounds, including common areas and amenities, individual units, buildings, entryways and breezeways, parking lots, landscaping, signage, lighting, etc., in accordance with ACC's stated policies and procedures.
Experience required is dependent on the building type where American Campus Communities (ACC) is looking to employ.

A key function of this role is to provide ongoing direction, training, and development to facilities team members in both technical and professional skills, regardless of their existing skill level and/or position.
Critical Duties:

• Oversee the day-to-day Facilities Operations of the community to include, but not limited to: daily work order prioritization and assignments to the team for completion, monitor and update work order system on work order status/completion and metrics, pertinent communication with office staff, effective implementation of Company Basic Operating Standards & Systems (BOSS) to ensure cleanliness of grounds/curb appeal and superior customer service standards.
• Responsible for all facilities record keeping as outlined by Company policies and procedures, to include, but not limited to: preventative maintenance inspections and documentation, life-safety equipment inspections, scheduling, and documentation, equipment servicing, inventory, etc.
• Create, maintain, and effectively communicate maintenance staff schedules, including after hours on-call and paid time off, and tracking ongoing payroll expenses related to over-time, temporary labor, etc.
• Ensures proper management, communication, and approval of maintenance staff payroll in conjunction with on-site management and Operations leadership.
• Collaborate closely with on-site management, Operations leadership, Corporate Procurement, and Corporate Facilities Team to oversee and support preventative maintenance work and documentation, mitigate risk and address identified life-safety concerns, facilities budgeting, Turnover and Make-Ready process planning and execution, renovations and Capital Expenditure (CapEx) projects, etc.
• Responsible for facilities related vendor management, to include, but not limited to: gathering bids for work, negotiate pricing and contracts, collect and maintain all necessary paperwork/documentation required as outlined by Company policies and procedures, ensure quality of completed work, review and approve invoices, etc.
• Oversee accurate and regular inventory of all necessary equipment, supplies, and materials to include, but not limited to: ongoing tracking, proper/effective usage, repairs, ordering and purchasing with appropriate cost controls and budget alignment, acquire approval for unbudgeted expenses, review and approve related invoices, etc.
• Ensure all staff understand and follow the ACC key policy.
• May be required to respond to advanced incidents after hours and/or cover short term gaps in on-call scheduling and/or staffing.

Essential duties: (OTHER DUTIES MAY BE ASSIGNED)

• Ensure all record keeping, maintenance, service, repair, and disposal of refrigerant, air conditioning and refrigerant equipment is in compliance with city, state, federal, and EPA requirements and procedures.
• Ensure that facilities equipment meets all regulatory compliance requirements mandated by local, state, and federal agencies and maintains accurate equipment performance and repair records.
• Ensure that all fire and safety equipment is in good working order and in compliance with all applicable city, state and federal codes, and in line with company policies and procedures.
• Ensure all required records and documentation related to property facilities is regularly updated, accurate, and in compliance with all applicable city, state and federal requirements, and company policies and procedures.
• Ensure strong working knowledge of life/safety and risk management measures, and emergency plans and procedures as outlined by company policy and procedures.
• Ensures all personal protection equipment for staff is in good working order and that related training is completed and documented as outlined in company policies and procedures.
• Ensure all staff is effectively trained and understands facilities operation expectations to include, but not limited to: BOSS, specific maintenance procedures related to their role, customer service and resident interactions, necessary communication related to both facilities and life/safety policies, after-hours on-call schedule, expectations, and procedures, etc.
• Effectively communicate and act as a liaison between Facilities Maintenance Team, community office management and staff, and Corporate Facilities Department.
• Maintain a high technical skillset to be able to complete work orders within resident units, building(s) and grounds to assist as needed in the completion of work orders to ensure timely service response(s) to residents.
• Ensure that the team maintains clean and safe equipment rooms, mechanical areas, maintenance shop, etc.
• Ensure individual and team compliance with Key Control procedures and policies.
• Supervise completion of projects related to facilities as assigned by on-site management, Operations leadership, and/or the Corporate Facilities Team, including but not limited to: planning, vendor oversight and approval of completed work, all related communications, follow-up with necessary stakeholders, etc.
• Understand and follow safety protocols for appropriate operation and maintenance of equipment and machinery, and golf carts (if applicable).
• Maintain a professional and positive attitude with fellow staff members and customers at all times to build rapport and create a positive experience for the team, residents, and all customers.
• Host regular staff meetings for the facilities team to review general work order status and management, inform on large projects and/or initiatives, provide additional technical training and insights, expectations related to the team, to include, but not limited to: timeliness and quality of completed work, communication with other team members including office staff, vendor interactions and quality of work completed, scheduling and on-call procedures, Company policies and procedures, etc.
• Attend, and constructively contribute to, all weekly office staff meetings and any special/emergency meetings.
• Report resident and/or staff behaviors that violate the law, the lease agreement, employee handbook, etc. to appropriate on-site management, Operations leadership, and/or Human Resources.
• Report any observed violations of property rules and regulations to appropriate member of management.

Supervisory Responsibilities:

• Carries out supervisor responsibilities, including interviewing, hiring, and training employees; planning assigning and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems.
• Appraisal of skills and work completed by facilities and maintenance team members.
• Coach, train and develop a team while managing the workflow and prioritization of projects and ensuring on-time execution and completion.
• Maintain daily contact with staff to ensure completion of work, update on work order progress, reassess assignments and prioritize work assigned if necessary.
• Effectively communicate and uphold on-call after hours schedules, expectations, response time, and emergency response of staff.
• Train staff on property safety protocols for appropriate operation and maintenance of equipment and machinery, and golf carts (if applicable).
• Provide staff with additional technical training and career development opportunities.

American Campus Communities Culture Commitments

• Our people are devoted to a culture of inclusion, diversity, and equality in the workplace and our communities. We are committed to intentionally executing an evolving set of goals specific to inclusion, diversity, and accountability, driven by empathetic leadership and embraced by all.
• The core of American Campus culture involves everyone being fully invested in everything that we do down to picking up the smallest piece of trash. No matter their position or duration at any given property, everyone picks up trash because we take pride in our community.
• Serve as an American Campus representative and liaison in all interactions.
• Certain activities involved in this position may be photographed and/or video and audio recorded for quality control and/or training purposes. Compliance with the Photo, Video and Voice Recording Policy is a condition of employment

Skills, Knowledge and Expertise
Education/Experience:

• Minimum 3 years' experience in at least three of the following areas:
  • HVAC
  • Appliance Repair
  • Plumbing
  • Electrical
  • Preventative Maintenance
  • Equipment Use & Repair
  • Hardware Use & Repair
  • Drywall and Painting
  • Prioritizing and/or Assigning Work to Fellow Team Members
  • Pool/Spa Maintenance
  • Etc.
• 3 years' experience in any of the following areas: (it is not required to have experience in all areas)
  • General and/or Commercial Cleaning
  • Trash Removal
  • Grounds Keeping
  • Power Washing
  • Handyman Repair
  • Furniture Moving
  • Snow Removal (if applicable)
• 1-3 years' experience in the following areas is strongly preferred, but not required:
  • Microsoft Outlook Email
  • Microsoft Excel
  • On-Call after hours advanced incident response
  • Training and/or teaching others in technical skills and abilities related to areas of facilities and/or maintenance
  • High school diploma or GED preferred.

Certificates/Licenses:

• EPA Type II or Universal (Type III) - required
• HVAC - required if applicable to designated property
• Certified Pool Operator (CPO) - if applicable to designated property, preferred, but not required at time of hire. Certification may be required within 6-12 months of hire - in this circumstance continuing education reimbursement will be provided.

Knowledge/Skills/Abilities:

• Knowledge of:
  • High level and skilled maintenance procedures and practices.
  • Customer service best practices.
  • MSDS rules for the handling and use of any chemicals.
• Skill in:
  • Microsoft Office Suite - emphasis on Outlook Email and Excel
  • Work order management and tracking system(s).
  • Time management.
  • Independent work.
  • Communicating effectively with fellow team members in both verbal and written format.
• Ability to:
  • Prioritize and track multiple assignments and/or projects at the same time.
  • Troubleshoot and diagnose equipment malfunction.
  • Multitask in a fast-paced environment.
  • Effectively communicate and provide direction to vendors, customers, and/or external parties as needed in both verbal and written format.
  • Understand and carry out written or verbal multi-step instructions.
  • Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals,
  • Gain traction quickly and demonstrate ambition and high energy.
  • Be a team player.

Benefits

• Dental
• Vison
• 401(k)
• Medical & Dependent Care Flexible Spending Accounts
• Life Insurance
• Sick Leave
• Paid Time Off
• Paid Maternity Leave
• Health Insurance
• Short Term & Long Term Disability