Office Manager and Risk Management Assistant

Looking for a career at a company that cares about you? Look no further! Preservation Management, Inc. is committed to creating a caring community for our employees and residents.

PMI is currently looking for an individual to join our team in South Portland, ME as our Office Manager and Risk Management Assistant.

What you offer you: a full-time position with a competitive hourly wage and robust benefit package.

Benefits include:

• 16 days of Paid time off
• 12 paid holidays
• Medical, Dental, and Vision Insurance
• Parental Leave Paid
• Company Paid Life and Short-term disability Insurance
• Voluntary Life and Long-term disability Insurance
• 401(k) retirement plan with company match
• Tool Reimbursement Program
• And much more

Job Summary
Manage facility maintenance for the corporate office, coordinate meetings and relationships with national vendors, monitor and report to leadership team compliance with policies and procedures for inspection protocols and preventative maintenance at PMI properties, monitor and disseminate emergency response procedures and oversees environmental compliance. This role​ also provides direct administrative assistance to the Director of Risk Management, including scheduling, correspondence, report preparation, and coordination of departmental projects.

Responsibilities

Oversee corporate office operations and maintenance, to include:

• Manage service contracts including landscaping, elevator, cleaning services, and fire alarms. ​ Track corporate contract expiration dates and coordinate meetings to renegotiate or rebid contracts as they come up for renewal.
• Oversee building security including key fob control, security cameras, and security alarm system. ​
• Maintain a preventive maintenance program for the building. ​
• Responsible for ordering office, kitchen and building supplies.

Maintain replacement schedule for fire stop devices at all properties. ​

Assist site staff in maintaining security camera systems to ensure that they are operating effectively. ​

Maintain and disseminate the PMI Emergency Response Manual. ​

Oversee environmental compliance, to include:

• Coordinate and track environmental notification protocols for residents, employees, and contractors. ​
• Maintain, update, and disseminate the PMI Environmental Compliance Manual as needed. ​
• Assist regional teams in correcting environmental compliance issues. ​

Support preventive maintenance at PMI properties, to include:

• Maintain, update, and disseminate the PMI Preventive Maintenance Manual.
• Maintain a database of each property’s systems and preventive maintenance requirements (HVAC, wastewater, roofs, building exteriors, etc.) ​ and provide property-specific preventive maintenance plan for each property. ​
• Monitor and follow up on quarterly preventive maintenance inspections for each property. ​

Support cost-effective procurement of services and materials, to include:

• Establish and maintain service agreements, ensuring competitive pricing, with corporate business partners. ​ Services and materials may include energy procurement, waste hauling, paint/flooring supply and installation, building materials, appliances, elevator maintenance, fire protection, and fire alarm service.
• Provide standard contract templates for use by field staff when using local contractors. ​

Oversee Energy Benchmarking compliance programs to include:

• Gather and enter utility usage data into EnergyStar Portfolio Manager
• Provide information to 3rd party benchmarking contractors when requested
• Timely submission of data to benchmarking agencies

Education and Experience:

Candidates should possess a post-secondary degree and job experience in facilities maintenance or an equivalent combination of education, training, and experience.

Skills

• Experience in the use of business computer systems and software such as Microsoft Excel, Word, and Outlook.
• Good verbal and written communication skills are essential. ​
• A high degree of tact, diplomacy and professionalism is required when dealing with residents, vendors, and coworkers.

EEO/Minorities/Females/Disabled/Veterans

Preservation Management, Inc. (PMI) has been providing comprehensive residential property management services since 1990. We specialize in managing properties that utilize government subsidies and/or Low-Income Housing Tax Credits to provide affordable housing for low-income residents, including households with elderly and disabled members. PMI currently manages 95 apartment communities in 17 states. The company also provides resident services programs, tailored to the needs and interests of residents.

Job Type: Full-time

Pay: $24.00 - $26.44 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: Hybrid remote in South Portland, ME 04106

Salary : $24 - $26