Maintenance Supervisor at University Partners State College, PA

JOB PURPOSE

The Maintenance Supervisor has primary responsibility for the physical integrity of each community and proper maintenance and oversight. The majority of a Maintenance Supervisor’s time is involved in the scheduling of work orders, the preparation of new apartments for occupancy, and completion of on-going maintenance projects on each community.

Will always include those specifically assigned by the Community Manager.

• Providing excellent service to residents, guests, employees and contractors.
• Overseeing the maintenance staff for the community.
• Providing training to all maintenance staff members to be able to fill-in as necessary.
• Scheduling work orders.
• Maintaining the community effectively while following budget guidelines.
• Overseeing the completion of routine service requests within 24 hours.
• Completing service request records and informing the Community Manager of any resident maintenance issues.
• Developing maintenance and cleaning schedule for all areas of the community including common areas, amenities, breezeways, parking lots and entrance areas.
• Keeping maintenance shop in an organized and clean condition.
• Purchasing all maintenance supplies in accordance with budget guidelines.
• Adhering to all government policies including OSHA and EPA guidelines.
• Reviewing work with all outside contractors prior to completion.
• Maintaining operations and response plans for issues such as asbestos lead and mold.

Daily/Weekly

• Daily Community Manager Meetings:
  Meet with Community Manager at beginning and end of each day to review maintenance issues and make-ready status. Communicate all maintenance concerns and plans of corrective action. On at least a weekly basis, discuss status of maintenance budget.
• Common Area Inspection:
  Walk Common areas daily, before 10 am.
• Grounds Inspection:
  On peak days (i.e. Mondays), ensure that all areas of property are inspected by entire maintenance staff. Segment out the property for trash pick-up.
• Maintenance Staff Meeting:
  Enforce uniform standard and nametags. Schedule/organize technicians and groundskeeper. Review cleanliness of shop and supplies status (Daily).
• Schedule:
  
  Ensure maintenance coverage during all operating hours.
• Make-Ready Preparation:
  Get make-ready report on a daily basis, schedule turns accordingly. Ensure vendor locks are installed (if utilized).
• Make-Ready Board:
  Update make-ready board and make-ready schedule in the CSR. (Daily)
• Work orders:
  Schedule work orders and complete work orders as necessary. Ensure 24-hour response policy. (Daily)
• Move-Outs:
  After Community Manager inspection, walk all move-outs prior to make-ready to determine whether touch ups can be done or full paint is needed. (daily/as needed)
• Key Log:
  Check key log daily. Ensure all keys are accounted for at end of day. If office is open late, ensure office staff knows to check prior to close.
• On Call:
  Provide on call coverage during non business hours. On larger properties, schedule maintenance on call amongst maintenance staff. Ensure all weekends are covered appropriately.
• Breezeway Cleanliness:
  Enforce trash standards on property. Put out trash notices. (Daily)
• Logs:
  Maintain MSDS/OSHA/EPA logs in shop and office (Daily). Keep office staff and maintenance staff informed at weekly meetings of changes in MSDS sheets.
• Community Service Register (CSR):
  Ensure CSR is updated and properly utilized for maintenance functions. Maintain Preventative Maintenance Schedules as detailed in CSR.
• Irrigation:
  Check on a weekly basis. Refer to preventative service schedule within CSR.
• Trash compactor oversight:
  Ensure coverage on weekends or in supervisor’s absence. (Weekly)
• Overtime Review:
  Enforce overtime policy. Ensure no overtime during week if possible. Communicate overtime status every Monday to Community Manager. (Weekly)
• Maintenance Inventory:
  Check inventory on a weekly basis. Order supplies as needed. Utilize approved vendors (i.e. Century Supply) where possible and minimize retail purchases (i.e. Ace and Home Depot).
• Common Areas:
  Ensure maintenance of common areas on weekends and Saturday afternoon cleans. (Weekly)
• Pool maintenance:
  Ensure weekly maintenance and coverage on weekends during season.

Monthly

• Car Check:
  Walk entire property for car check on a monthly basis. Delegate car check to maintenance staff on a weekly basis. Communicate issues to Community Manager for follow-up.
• Inspections:
  Perform all required inspections as detailed in the CSR. Inspect all breezeways monthly.
• Landscaping:
  Perform a monthly, scheduled walk with landscaping contractor to review all landscaping. Walk irrigation with contractor.
• Monthly Inspection:
  Walk property with Community Manager and review monthly inspection checklist. Inspect for liability issues, even if they are not on checklist. Be prepared to present an updated CSR for review. Advise Community Manager of any cost saving and efficiency ideas.
• Monthly Safety/Training Meeting:
  Conduct a monthly safety meeting to keep all…