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University Partners · 3 months ago

Maintenance Supervisor- Student Housing

Columbia Lofts, Columbia, SC

Full-time

Onsite

Entry, Mid Level

2+ years exp

University Partners is dedicated to providing quality housing solutions, and they are seeking a Maintenance Supervisor to oversee the physical integrity and maintenance of their student housing communities. The role involves scheduling work orders, training maintenance staff, and ensuring compliance with safety and budgetary guidelines.

Real Estate

Responsibilities

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 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)

Workorders: Schedule workorders and complete workorders 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

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 personnel informed of safety regulations and changes. Include training topics to ensure that all staff members can fulfill their responsibilities and are able to move up in the organization over time. Utilize meeting to ask about problems and get feedback on better ways of doing things and improved cost control

Develop calendar for breezeway cleans and other non-daily tasks. Use Community Service Schedule in CSR for guidance

Review make-ready condition with contractors on an ongoing basis

Quarterly Unit Inspections: Oversee the change out of filters on a quarterly basis and inspect units for mold and other problems during filter installs. Place notice in each unit reiterating community policies regarding trash, recycling and proper HVAC operation (standard letter)

Ensure that Maintenance Staff has proper training and certifications. Alert Community Manager to training needs so that classes may be scheduled

Be up to date on ADA policies. Advise Community Manager on issues

Where applicable, keep a log of warranty dates for major appliances and HVAC. Ensure equipment is inspected prior to the end of the warranty period

Maintain an on-call list for critical, time sensitive, vendor functions: gates, outside plumbing lines, major electrical, tree removal, and mold remediation

Keep an accurate inventory of all equipment. Verify inventory at least monthly and provide a list of equipment to the Community Manager on a quarterly basis. Advise Community Manager of any needed equipment prior to order being placed

Start the unit inspection at least 90 days prior to move-in and walk all units. This inspection can be a part of the quarterly maintenance inspection

Coordinate all vendors during process and ensure that vendors stay on schedule

Meet with Community Manager within 15 days of move-in to review the move-in inspection forms. Ensure that all issues are addressed through follow-up maintenance

As part of the quarterly maintenance review, coordinate the walk all units within 90 days of move-in

Keep a log of required, upcoming capital projects. As part of the budget process, review capital needs with the Community Manager and compile a required projects list

Qualification

HVAC certificationElectrical systems knowledgePlumbing knowledgeBasic construction knowledgeBudget managementCustomer service skillsTeam leadershipTechnical report writingCommunication skillsTime managementOrganizational skillsProblem-solving skillsDetail-oriented

Required

Working knowledge of electric, plumbing, HVAC and basic construction

Ability to read, analyze, and interpret technical procedures, and governmental regulations

Ability to write reports, business correspondence, and procedure manuals

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public

Ability to solve practical problems and has the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

Ability to read and understand operating statements and budgets

Professional demeanor resulting from previous maintenance experience

Excellent customer service skills

Good communication and listening skills

Able to lead, manage and train others

Able to be an effective team player and interact well with others

Organized and detail-oriented

Patient, even-tempered and works well under pressure

Effective time management skills

Able to maintain confidentiality

Able to follow directions from a supervisor

Able to understand and follow posted work rules and procedures

Able to accept constructive criticism

Must have own tools

Able to climb and work from ladders and the ability to lift and carry heavy loads

Able to work weekends or overtime as job requires

Associate degree (A. A.) or equivalent from two-year college or technical school; or one to two years related experience and / or training; or equivalent combination of education and experience

2 to 3 years hands-on general maintenance experience

2 to 3 years hands-on experience in the installation, maintenance, trouble shooting, and repair of building mechanical systems, including HVAC, plumbing and electrical systems

Must have basic computer skills necessary to enter and retrieve data from a computer and to program access gates and systems via the computer

Must be HVAC certified