Facilities Manager

About the Organization:
With a growing workforce of more than 600 team members, The Peabody Companies manages more than 14,650 units of residential housing. We offer property management, leasing, marketing, facility maintenance, accounting and finance, compliance, quality assurance, as well as sales and brokerage services. Our portfolio includes conventional and multi‑family housing (single high‑rise to scattered sites), senior communities, veterans’ housing and supportive housing services.

We are a management company that truly does it all, and we continue to grow.

OUR VISION: We put the HOME in housing.

• FISCAL responsibility to our clients;
• INTEGRITY in all aspects of our business practices;
• STABILITY for 45+ years of meeting our client’s business needs;
• HUMILITY in relationships with clients, residents and employees and a commitment to always listen.

The position of Facilities Manager provides training and mentoring to on‑site maintenance service managers and technical personnel. This position oversees the assignment of temporary maintenance personnel to provide assistance in the completion of extraordinary maintenance and repair projects, in particular during new property management takeover. In addition, the Facilities Manager provides advisory and support to the Director of Portfolio Operations/Senior Managers in the area of vendor contracting and management.

For properties newly assigned to the Peabody portfolio, this position conducts initial property condition assessments and acts as liaison to residents during management transition and/or substantial rehab.

• Conduct complete and thorough site inspections at every property within the Peabody management portfolio a minimum of twice per year.
• Develop a written report regarding the condition of the property including, but not limited to, the following areas: exterior grounds, walkways, parking areas, building façade, windows, doors, roofing, interior common areas, building systems and amenities.
• Follow up with the Director of Portfolio Operations/Senior Managers within 5 days of the report to ensure that a plan of action has been developed and corrective measures are implemented.
• Develop a team of maintenance personnel that are ready, willing and able to assist as needed in the resolution of critical needs of properties that are not their home site during extraordinary circumstances, such as emergency events.
• Coordinate a system of communication and coordination with Directors of Portfolio Operations/Senior Managers and on‑site Property Managers that results in a smooth transition of services and coverage if any member of a site’s technical staff is asked to serve at another site.
• Work with each Director of Portfolio Operations/Senior Managers to address the critical needs of managed properties and develop a plan of action to resolve issues.
• Participate with the Directors in the acquisition of a comprehensive Capital Needs Assessment (CNA), or in updating an existing assessment. Provide expertise in contractor selection and participate in informational meetings and site tours required by the contractor to gather data necessary to complete the report. Review the report and comment on replacement schedules and funding levels as needed.
• Effectively review the capital budgets for each property prior to final approval and compare each with the respective CNA to ensure adherence to assessment recommendations unless otherwise agreed. Report any discrepancies to Directors for correction and follow up.
• Develop and maintain a database for all properties within the managed portfolio that includes dates of latest CNA and schedule of replacements. Use the database as a tickler to organize project completion monitoring and coordinate efforts.
• Work with Directors in the area of bidding and contracting to ensure projects are completed on time and on budget. Intervene when necessary to assist in arbitration situations or negotiations with contractors.
• Establish and maintain a comprehensive vendor database for reference in contract bidding. Include specific areas of expertise, cost analysis of services, and…