Superintendent, Maintenance​/Cleaning

JOB SCOPE:

The Superintendent serves as the on-site operational leader, responsible for ensuring the safe, compliant, and efficient operation of an assigned residential building. Acting as the primary technical and operational authority, the Superintendent is expected to work independently, exercise sound judgment, and respond promptly and effectively to issues impacting safety, habitability, or overall building performance. Key areas of responsibility include maintaining building systems' integrity;

executing preventive maintenance; leading emergency response efforts; ensuring regulatory readiness and compliance; coordinating vendors and service providers; managing work orders and maintaining accurate documentation; and overseeing the building's daily operational and administrative control.

ESSENTIAL FUNCTIONS:

Building Systems Ownership The Superintendent is responsible for maintaining and safeguarding:

Plumbing systems

Minor electrical systems (within scope)
Boiler and heating systemsPTAC/HVAC units

Fire alarm and life safety systems

Doors, locks, and hardware

Common areas and building perimeter

The Superintendent must:

Independently perform routine plumbing and minor electrical repairs

Conduct initial heating system diagnostics prior to vendor escalation

Identify system vulnerabilities and proactively address risk conditions

Prevent system failures through early detection and intervention

Preventative Maintenance & Building Condition Develop and maintain a structured preventative maintenance schedule

Track completion of recurring maintenance (monthly, seasonal, annual)
Conduct regular inspections of mechanical spaces, common areas, and exterior conditions

Maintain organized, code-compliant mechanical rooms

Ensure the building remains inspection-ready at all times

Identify recurring issues and implement corrective strategies

Preventative maintenance execution and building condition are primary performance metrics.

Emergency Response & On-Site Accountability The Superintendent is responsible for emergency response within their assigned building.

This includes:

Loss of heat Active water leaks or flooding

Electrical hazards

Fire alarm or life-safety system issues

Severe weather impacts

Critical operational disruptions

The Superintendent must:

Take immediate containment action

Assess whether on-site response is required and report when necessary

Perform initial diagnostics and stabilization efforts

Escalate appropriately to leadership and vendors

Document all actions taken

Failure to respond appropriately or timely to urgent conditions may constitute performance deficiency.

Work Order Management & Administrative Control The Superintendent is responsible for full ownership of the work order process, including:

Timely response to all maintenance requests

Maintaining visibility over all open and pending work orders

Prioritizing work based on safety, risk, and operational impact

Closing work orders within established time frames

Ensuring 100% documentation completeness in closed work orders

All work orders must include:

Clear problem description, actions taken, materials used, outcome and verification, photos where required

The Superintendent must actively manage backlog and prevent accumulation of unresolved work.

Daily Operations Management & Task Prioritization The Superintendent is responsible for managing daily building operations, including:

Structuring and planning daily workflow

Prioritizing competing demands (emergencies, work orders, vendors, inspections)
Balancing reactive and scheduled work Coordinating access with tenants, staff, and vendors

Ensuring operational continuity throughout the dayThe Superintendent must demonstrate the ability to operate independently without requiring step-by-step direction.

Vendor Coordination & Oversight The Superintendent shall:

Schedule vendors efficiently and confirm access in advance

Coordinate tenant access and site readiness

Verify Certificates of Insurance (COIs) prior to work Confirm completion and quality of vendor work Escalate major repair recommendations to leadership

Track vendor performance and report issues

The Superintendent may not authorize major capital repairs without leadership approval.

Communication & Reporting Discipline The Superintendent must:

Provide clear and timely updates to supervisors

Communicate status of ongoing work, delays, and escalations

Draft building notices (water shutdowns, maintenance alerts, emergency notices)
Maintain professional written and verbal communication

Failure to communicate issues…