Manager of Facilities

Manager of Facilitates Position Summary

The Manager of Facilities (MoF) is responsible for overseeing routine and emergency property maintenance, preventive and long-term maintenance and most capital repairs and replacement projects for Charter Oak Communities' (COC) affordable multi-family housing portfolio. With a proactive and predictive approach to facility maintenance, the MoF ensures effective management of technical building systems and machinery. This role involves providing collaborative oversight, insightful guidance, and final recommendations on routine, emergency and capital projects. With a hands-on approach, the MoF regularly assesses properties and systems across the portfolio, addressing items in accordance with COC's capital needs assessment and operating standard protocols. This position supervises the Maintenance Supervisor and supports the maintenance team and contractors in meeting established performance goals while following industry standards and best practices.

As part of this role, the MoF collaborates with the property managers and COC's Asset Management function to ensure optimal facility performance, sustainability and marketability of each property. The MoF works closely with Property Management, Asset Management and Finance teams to achieve the shared goal of providing attractive and safe housing to residents, while also protecting and enhancing the value of physical assets.

Essential Duties and Responsibilities:

Operational Responsibilities

• Assist in the procurement and management of multiple facility maintenance contracts and oversee maintenance budgets across the property portfolio.
• Ensure third-party contractors meet the terms of their contracts and deliver quality services to meet COC standards.
• Maintain the highest industry standards in unit and building maintenance, ensuring grounds are well-maintained and contribute to our properties' attractive curb appeal and sustainability.
• Promote physical safety practices and fire safety compliance to reduce all risk, ensuring the safety and satisfaction of both employees and residents while protecting property assets.
• Assist in developing and implementing ongoing projects to meet organizational goals and deadlines.

Strategic Responsibilities

• Support the preparation and ongoing review of physical conditions assessments, including the Department's Annual and 5-year Physical and Management Needs Assessments.
• Oversee preparation and inspection of all property assets subject to the HUD Real Estate Assessment Center (REAC) protocols.
• Collaborate with the Maintenance Supervisor, Asset Management, Director of Operations and the Executive Director to create and implement strategic initiatives to improve facilities management across the agency.
• Review and evaluate the effectiveness of maintenance policies, procedures, and protocols, ensuring cost-efficiency and resource optimization, including optimal energy consumption and efficiency. Identify areas for improvement and provide recommendations.
• Work with senior management to develop a facilities management strategy aligned with organizational goals and available resources.
• Oversee the development of a long-term maintenance strategy that supports future growth and projected needs.
• Regularly review and update the preventative maintenance program to ensure it meets current and future requirements.

Leadership

• Lead and ensure the successful execution of multiple facility projects, including planning and developing construction solutions.
• Work closely with the Maintenance Supervisor to assess employee performance, identify strengths and areas for improvement, and create professional development plans, including succession planning.
• Collaborate with Human Resources to address employee discipline and terminations pursuant to COC policies and in accordance with the collective bargaining agreement

Budgets

• Oversee facility maintenance contracts and manage all maintenance budgets across the property portfolio.
• Collaborate with Finance, Property and Asset Management teams to develop the operational and capital budgets for facility maintenance and ensure that financial goals are met.
• Review monthly financial reports and annual projections/results to ensure compliance with the approved budget, recommending adjustments as needed.

Other

• Will be required to perform other related duties as required and/or assigned.

Knowledge, Skills and Abilities:

• Positive and professional resident and employee interpersonal skills and ability to collaborate.
• Ability to effectively communicate verbally and in writing with people from a broad range of backgrounds, including diverse ethnic backgrounds.
• Critical thinking, multitasking and reasonable judgment skills.
• Ability to successfully work both independently and as part of team with minimal supervision.
• Familiarity with standard construction practices and multiple operating systems, including HVAC, electrical, elevator, security, utilities, energy, envelope, structural and architectural.
• Is a self-starter, decisive leader and enjoys working in a fast-paced environment.

Minimum Education/Experience:

• Facilities experience in multi-family residential buildings is mandatory.
• Seven (7+) years of relevant facilities technical (trade) experience, of which three (3) of those are in a supervisory capacity is mandatory.
• Bachelor's Degree is a relevant field and/or Certified Facility Manager (CFM) is preferred.
• Budgeting and project management experience is strongly preferred.

Additional Requirements:

• An exam may be administered which will assess competency levels of requirements.
• Must have valid driver's 'license; will need personal transportation to travel to COC's
• properties.
• Successfully pass a pre-employment drug test and physical, educational background, reference, and background check.
• Charter Oak Communities has a COVID-19 Vaccination Mandate, proof of vaccinations at the time of the acceptance of a contingent offer or submittal of a religious or medical exemption request to Human Resources Officer.