Portfolio Maintenance Manager - Multifamily Properties

Portfolio Maintenance Manager – Great Falls Position Summary

The Portfolio Maintenance Manager oversees the day-to-day maintenance operations of a multifamily apartment portfolio in Great Falls consisting of approximately 15 buildings and 575 units.

This position leads a maintenance team of approximately 4–10 technicians, coordinates vendors, oversees resident work orders and unit turns, manages preventative maintenance, maintains company property standards, and helps protect the physical condition and long-term value of the properties.

This is a working manager position. The Portfolio Maintenance Manager is expected to maintain an active field presence, regularly work alongside maintenance technicians, and perform hands-on maintenance work while also managing staffing, training, scheduling, priorities, inventory, expenses, documentation, and team accountability.

Qualifications

• Minimum of three years of experience working in construction or property maintenance.
• Previous leadership, supervisory, or maintenance team lead experience required.
• Strong working knowledge of plumbing, electrical systems, appliance repair, drywall, painting, carpentry, and general construction.
• Ability to independently troubleshoot and resolve a wide range of maintenance issues.
• Ability to lead employees, establish priorities, delegate work, coordinate multiple properties, and hold employees accountable.
• Strong communication, organization, time-management, decision-making, and problem-solving skills.
• Ability to balance hands-on maintenance work with supervisory and administrative responsibilities.
• Ability to use smartphones, mobile applications, email, and maintenance software.
• Valid driver’s license, acceptable driving record, and reliable transportation required.
• HVAC certification, boiler experience, or other relevant trade certifications are preferred.

Primary Responsibilities Team Leadership & Operations

• Supervise, support, train, and provide daily direction to maintenance technicians.
• Assign and prioritize work orders, unit turns, preventative maintenance, property projects, and emergency repairs.
• Allocate and reassign maintenance staff throughout the portfolio based on property priorities and operational needs.
• Develop employee schedules, coordinate time-off coverage, and ensure adequate staffing.
• Participate in recruiting, interviewing, onboarding, performance evaluations, coaching, and corrective action.
• Hold employees accountable for attendance, productivity, work quality, safety, communication, professionalism, documentation, and timely completion of assigned work.
• Maintain clear communication with property managers and company leadership regarding maintenance priorities, staffing, projects, property conditions, and significant concerns.

Property Manager Coordination

• Work collaboratively with property managers to identify maintenance priorities, address resident concerns, coordinate unit turns, and maintain property standards.
• Evaluate maintenance needs, determine the appropriate response, allocate maintenance resources, and coordinate workflow throughout the portfolio.
• Communicate staffing limitations, conflicting priorities, project delays, and significant maintenance concerns to property managers and company leadership.
• Ensure property concerns are documented, assigned, and followed through to completion.

Property Maintenance & Work Orders

• Oversee the timely and professional completion of resident service requests.
• Review outstanding work orders and establish priorities based on urgency, resident impact, safety, and risk of property damage.
• Perform general maintenance, including plumbing, electrical repairs, appliance repair, drywall, painting, carpentry, flooring, general construction, troubleshooting, and unit turns.
• Assist technicians with complex repairs and inspect completed work as necessary to ensure company quality and safety standards are met.
• Conduct regular property inspections to identify maintenance, safety, building condition, cleanliness, and curb appeal concerns.
• Identify deferred or recurring maintenance issues and recommend practical, cost-effective repair or replacement solutions.
• Promptly report significant property damage, safety hazards, service interruptions, and potential liabilities.

Unit Turns

• Coordinate upcoming move-outs, vacant units, scheduled move-ins, and leasing priorities with property managers.
• Develop unit-turn schedules and assign employees, vendors, materials, and other necessary resources.
• Inspect vacant units, identify required work, monitor progress, and ensure units meet company rent-ready standards.
• Communicate delays or unexpected repairs that may affect scheduled move-in dates.
• Complete or coordinate final inspections before units are released as rent-ready.

Preventative Maintenance & Building Systems

• Develop and maintain preventative maintenance schedules for properties, equipment, and major building systems.
• Monitor HVAC systems, boilers, water heaters, plumbing, roofs, lighting, electrical systems, drainage, and other building components.
• Coordinate seasonal maintenance, including snow removal, winterization, freeze prevention, and other weather-related needs.
• Identify potential concerns before they result in property damage, service interruptions, or unnecessary expenses.
• Ensure maintenance shops, storage areas, tools, equipment, and company vehicles remain organized, secure, maintained, and operational.

Vendors, Projects & Expenses

• Determine when work should be completed internally and when outside contractors are necessary.
• Obtain bids and assist with project planning, scheduling, and oversight.
• Coordinate vendor access and monitor project progress, quality, safety, and compliance with the approved scope.
• Monitor maintenance inventory and ensure commonly used materials and supplies remain adequately stocked.
• Purchase materials and supplies according to company purchasing policies and established authorization limits.
• Help control maintenance expenses, overtime, material waste, unnecessary outsourcing, and avoidable emergency repairs.
• Evaluate repair-versus-replacement decisions and recommend cost-effective, long-term solutions.

Documentation & Performance

• Ensure maintenance employees properly use company maintenance software and maintain accurate work-order records.
• Review completed work orders for appropriate notes, labor, materials, photos, follow-up needs, and completion status.
• Maintain records of property inspections, preventative maintenance, unit turns, vendor work, and significant maintenance activities.
• Monitor maintenance performance, including outstanding work orders, completion times, unit-turn timelines, preventative maintenance completion, employee productivity, overtime, expenses, and recurring maintenance concerns.
• Provide maintenance updates and performance information to company leadership as requested.

Safety & Compliance

• Ensure maintenance operations comply with company policies and applicable local, state, and federal requirements.
• Train employees on company safety procedures and proper use of tools, equipment, vehicles, ladders, materials, and personal protective equipment.
• Identify and promptly address unsafe property conditions, work practices, tools, or equipment.
• Report workplace injuries, property damage, safety incidents, and potential liabilities according to company procedures.
• Maintain safe and organized maintenance shops, work areas, vacant units, and project sites.

Emergency & On-Call Responsibilities

• Develop, maintain, communicate, and oversee the rotating on-call schedule.
• Ensure after-hours emergency coverage is adequately staffed and on-call procedures are followed.
• Provide technical assistance and leadership during significant or complex emergencies.
• Respond when an emergency exceeds the experience, ability, availability, or authority of the assigned on-call technician.
• Coordinate additional employees, vendors, property managers, or company leadership when necessary.
• Ensure emergency work is documented and required follow-up repairs are completed.

Physical Requirements

• Ability to regularly lift and carry 50 pounds or more.
• Ability to climb ladders and stairs and frequently bend, kneel, crouch, reach, and work in confined spaces.
• Ability to safely operate maintenance tools and equipment.
• Ability to perform physical maintenance work for extended periods.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to travel regularly between properties throughout the Great Falls portfolio.
• Ability to respond to after-hours maintenance emergencies as required.

Schedule & Availability

• Full-time position.
• Standard work schedule is generally Monday through Friday.
• Regularly scheduled shifts will begin no earlier than 8:00 a.m. and end no later than 6:00 p.m., except when emergencies, projects, or operational needs require work outside those hours.
• Participation in the rotating on-call schedule is required.
• Responsible for ensuring the on-call schedule is adequately staffed, communicated, and followed.
• Occasional evening, weekend, or holiday work may be required due to emergencies, projects, severe weather, staffing needs, or other operational requirements.
• Regular and reliable attendance is required.

Compensation & Benefits

• Competitive hourly compensation based on experience.
• 10% employee housing discount.
• Two weeks of paid time off.
• One week of paid sick leave.
• Six paid holidays annually.
• Employer credit equal to 50% of eligible employee health insurance coverage.
• Company tools and equipment provided as applicable.

Ideal Candidate

• Takes ownership and consistently follows through.
• Leads by example and works alongside the maintenance team.
• Is organized and able to prioritize multiple properties, employees, projects, and competing demands.
• Maintains high standards for property appearance, resident service, safety, and work quality.
• Demonstrates urgency while considering quality, cost, and long-term results.
• Holds themselves and their team accountable.
• Communicates professionally with residents, employees, property managers, vendors, and company leadership.
• Is dependable, adaptable, practical, and solutions-oriented.

Job Type: Full-time

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Relocate:

• Great Falls, MT: Relocate before starting work (Required)

Work Location: In person

Salary : $65,000 - $85,000