Director of Facilities Management

BACKGROUND

2Life Communities provides superior housing to older adults of all backgrounds who can thrive independently within a supportive environment. We are a mission-driven organization with a vision whereby all older adults have the opportunity to age in community - to live a full life of connection and purpose in a dynamic and supportive environment. We are continually evolving support services to meet the needs of our diverse residents as they age. We offer case management, service coordination, and a wide array of wellness, cultural, and other activities. We partner with health care providers to identify innovative ways to support residents' health and well-being, and we engage with the broader community through our Village Center program.

2Life owns and operates over 1,300 units of affordable rental housing located within six campuses in metropolitan Boston. With another 210 apartments under construction and more in planning, we expect to add another 600-700 units within the next several years as we complete projects in active planning and construction phases. We continue to pursue other development opportunities. We anticipate continued growth in the size of our portfolio, the geography in which we operate, and the diversity of our residents in terms of race, ethnicity, income levels, and need for supportive services.

GENERAL SUMMARY

The Director of Facilities Management is responsible for overseeing the strategic management and operational efficiency of maintenance activities across our affordable housing communities, encompassing approximately 1600 units. This role involves leading a team that includes the Capital Projects Manager, Manager of Safety and Security, Facilities Administrator and providing guidance to maintenance technicians at various properties. The Director will ensure all facilities are maintained to the highest standards and will develop and implement strategies to improve operational performance, streamline maintenance processes, and enhance building safety and security.

ESSENTIAL JOB FUNCTIONS

• Leadership and Team Management:
• Provide leadership and guidance to the Capital Projects Manager, Manager of Safety and Security, Facilities Administrator, and support team of on-site maintenance technicians.
• Foster a collaborative environment, promoting continuous improvement in service delivery and team performance.
• Vendor and Contract Management:
• Procure and manage major contracts for maintenance services, including janitorial, HVAC, waste management, etc. ensuring quality, cost-effectiveness, and adherence to timelines.
• Negotiate and manage service contracts with vendors and contractors, monitoring performance and ensuring contractual obligations are met.
• Strategic Maintenance Management:
• Oversee preventative maintenance programs and ensure efficient, effective management of work orders, repairs, and ongoing maintenance needs.
• Monitor and evaluate maintenance activities across all properties, ensuring alignment with organizational goals and resident needs.
• Compliance and Regulatory Oversight:
• Ensure all properties meet federal, state, and local regulatory requirements, including building codes, environmental regulations, and safety standards.
• Keep accurate records of maintenance activities, inspections, and repairs, ensuring that documentation is available for audits and inspections.
• Operational Efficiency and Continuous Improvement:
• Identify opportunities to streamline maintenance processes, improve operational efficiency, and reduce costs while maintaining high-quality service levels.
• Implement and Manage the organization's asset management and maintenance software system.
• Develop and implement performance metrics to track maintenance operations, making data-driven decisions to enhance team productivity and service delivery.
• Construction to Operations Handoff
• Lead the transition of new construction and major renovation projects from development teams to ongoing operations, ensuring a seamless handoff of responsibilities, information, and systems.
• Collaborate closely with project managers, construction teams, and design consultants throughout the project lifecycle to align operational requirements with building design and construction execution.
• Establish and oversee protocols for receiving and organizing closeout documentation, including warranties, as-built drawings, O&M manuals, and commissioning reports.
• Ensure facilities staff are trained on all new systems and equipment prior to building occupancy, and that preventive maintenance schedules are established and loaded into Yardi.
• Develop and implement a standardized handoff checklist and timeline to ensure readiness for occupancy and long-term operational success.
• Capital Projects Oversight:
• Supervise the role responsible for the execution of capital improvement projects, to ensure projects are completed on time, within budget, and in compliance with regulatory requirements.
• Identify and prioritize facility upgrades or renovations, contributing to long-term strategic planning for property improvement.
• Safety and Security Management:
• Support the Manager of Safety and Security to ensure all safety protocols and security systems are in place and functioning across all properties and ensure compliance with safety regulations.
• Resident Interaction and Communication:
• Ensure effective communication with property management teams and residents regarding maintenance schedules, safety initiatives, and service interruptions.

OTHER DUTIES AND RESPONSIBILITIES

• Have systems in place to respond to medical and fire emergencies as needed.
• Have systems in place to respond to calls relating to breeches in security and to call police when necessary.
• Accompany external agencies, such as: OSHA, insurance companies, etc. when scheduled or called upon to do so.
• Accompany architects and/or engineers through the facilities for such things as: capital needs studies, equipment analysis, water conservation surveys, when scheduled or assigned.
• Coordinate and ensure annual inspection of apartment units are performed in a timely manner as mandated by HUD.

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

• Minimum of 7-10 years of experience preferred in facilities or property maintenance management, with at least 3-5 years in a leadership role.
• Experience in affordable housing or residential property management preferred
• Must have a high school diploma; post-secondary training or education preferred, up to and including an Associates or Bachelor's degree in a related field, or equivalent on-the-job experience and expertise in HVAC systems (heating and air conditioning), basic mathematics, blueprint reading, carpentry, computer operation, electrical systems, high-rise building systems, plumbing, LEED systems, mechanical drawings, supervision, budget development and management, safety, emergency management and procurement.
• Good knowledge of building trades helpful. Licensure in electricity, plumbing, or HVAC not required, but helpful.
• Good judgment, mechanical aptitude, and people skills are essential qualities. Expertise in areas involving repair and strong problem solving skills. Proven record in general property maintenance and management.
• Must have good organizational, communication, and writing skills.
• Must have comfort in dealing with older adults; requires good customer service skills.
• A blend of repair and interpersonal skills to deal with diverse daily situations, residents, staff, and outside vendors.
• Good diagnostic and evaluation skills to assess initial repairs and the severity of any property damage.
• Manual dexterity and familiarity with tools needed for each job; good vision and physical strength helpful.
• Flexibility to handle routine and emergency situations.
• Tact to deal with demanding managers, residents, family members, etc.

SUPERVISORY RESPONSIBILITY

• Direct supervisory responsibilities for the Capital Projects Manager and Brighton Maintenance Project Assistant.

WORKING CONDITIONS/PHYSICAL DEMANDS

• Normal office environment.

The above statements intend to describe the general nature and level of work performed by people assigned to do this job. The above does not intend to be an exhaustive list of all responsibilities and duties required.

We desire to build and cultivate an environment that brings together an exceptional workforce with unique experiences, backgrounds, talents, and perspectives.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.