Facilities Manager

Description

Job Description

Reporting to the Community Manager, the Facilities Manager provides hands-on leadership for the onsite maintenance operation at The Legends Private Residences. The role is accountable for safe, reliable and responsive building operations; supervision of maintenance associates; oversight of mechanical and specialized contractors; incident management; documentation; and operational follow-through in a complex luxury high-rise and mixed-use environment.

The Facilities Manager is expected to combine strong technical judgment with disciplined leadership, clear communication and proactive management. Nordic Mechanical and other specialist vendors supplement the onsite operation; they do not replace the need for onsite facilities leadership, verification, coordination and accountability.

Essential Duties & Responsibilities:

Leadership, Supervision and Coverage

• Lead, schedule, coach and supervise the onsite maintenance team, including clear task assignment, shift handovers, completion verification and performance follow-up.
• Assess employee experience and capability before assigning diagnostic, emergency or high-risk work; ensure junior associates receive appropriate senior or vendor support.
• Maintain appropriate senior facilities coverage throughout core operating hours, including late-afternoon vendor activity and incident response.
• Coordinate schedule changes, early departures, vacation coverage and emergency rotation with the Community Manager.
• Receive operational direction and priorities from the Community Manager and respond promptly to requests, deadlines and written expectations.
• Escalate resource limitations, technical disagreements or competing priorities professionally and in a timely manner.

Building Operations and Preventive Maintenance

• Conduct and document regular inspections of mechanical, electrical, HVAC, plumbing, life-safety, building-envelope, common-area and roof systems.
• Take and record required equipment readings, review trends and identify irregularities requiring investigation or escalation.
• Monitor building automation, fire alarm, sprinkler, security and other operational systems for proper performance.
• Perform or coordinate minor repairs, routine maintenance and preventive-maintenance tasks within the onsite team's approved scope and the individual's qualifications.
• Ensure mechanical rooms, storage areas, hazardous locations and common spaces are maintained in a safe, orderly and presentable condition.
• Maintain emergency contacts, life-safety procedures, fire-safety information and building shutdown protocols.

Incident and Emergency Management

• Take operational ownership of leaks, cooling failures, water interruptions, power outages and other building incidents from discovery through containment, escalation and documented resolution.
• Ensure active incidents are not left unattended or assumed to be transferred until contractor attendance, scope, timing and interim controls have been confirmed.
• Establish immediate containment measures within the team's competence and qualifications and obtain specialized assistance when required.
• Keep the Community Manager informed of risk, resident impact, contractor status, interim controls and next actions.
• Prepare complete incident records, including chronology, photographs, affected areas, actions taken, responsible parties and follow-up requirements.
• Participate in and schedule after-hours emergency coverage; advise the Community Manager immediately if adequate coverage cannot be provided.

Vendor and Contract Management

• Coordinate Nordic Mechanical and other specialized contractors, including access, scheduling, shutdowns, site safety, work scope and stakeholder communication.
• Review service agreements, contractor reports, proposals, quotations and recommendations to confirm contractual responsibility, urgency, completeness and operational impact.
• Verify contractor attendance and work completion, track deficiencies and repeat service calls, and escalate unresolved items.
• Maintain contractor performance records, warranty information, service reports and equipment documentation.
• Provide the Community Manager with concise technical summaries, options, risks and recommendations rather than forwarding vendor information without analysis.

Documentation, SOPs and Asset Management

• Develop, maintain and regularly review complete building-specific standard operating procedures, emergency procedures and shutdown protocols.
• Maintain accurate work-order records, inspection logs, reading logs, shift handovers, deficiency trackers and preventive-maintenance schedules.
• Maintain a complete tool and equipment inventory showing quantity, location, condition, ownership and required check-in/check-out controls; perform documented periodic audits.
• Track recurring failures, deferred maintenance, lifecycle concerns and opportunities for operational improvement.
• Support capital planning, budgeting and tendering by preparing scopes of work, obtaining quotations and providing technical…