Eden Housing

  • Facilities Services Manager

    Job Code
    DJOB
    # of Openings
    1
    Category
    Property Management
    Eden Housing Properties
    Central Office - Hayward
  • Summary

    Under the direction of the Associate Director of Facilities, assists Property Operations in meeting Eden’s mission of maintaining high quality, well-maintained properties throughout its portfolio.  The Facilities Service Manager is responsible for planning, administration and leading the day-to-day work of the Eden Facilities Service Team and ensures the timely delivery of quality facilities service programming across the Eden Housing portfolio. The position ensures an effective, efficient, and professional management of Eden properties. Provides the best service possible to its clients (property supervisors, managers, residents, owners, and investors) in a way which maximizes profits and meets annual budget projections.

    Essential Duties & Responsibilities

    Responsible for Facilities Services Programs to all Eden housing and Eden Corporate sites.

    • Develops and delivers Preventive Maintenance Programming and Routine Maintenance for all major building and site systems including but not limited to HVAC, Fire and Security Systems, pumps and fans, decks and landings, roof, building envelope, interior, and exterior lighting, landscape and hardscape. Works with individual site hubs to ensure service vendor resourcing, scheduling, and performance tracking. Ensures that all building systems are operating within required specifications.
    • Develops and delivers Energy & Water Systems Preventive and Routine Maintenance programming solar systems and water efficiency systems and programing. Provides first line service response for emergency work and under-performing systems. Ensures service vendor resourcing, scheduling, and performance tracking.
    • Develops and delivers Pre-Agency, Safety and Structural Inspection programming for all sites. Ensures accurate conditions reports and engage third party subject matter experts including engineering and architectural services when required.
    • Develops and delivers Emergency Service programming, including managing an After-Hours Emergency on-call schedule. Delivers Emergency Service Response for major building systems failures including fire and water loss events. Ensures coordination between site staff, emergency restoration companies, build-back contractors and insurance adjusters to deliver a safe and timely recovery.
    • Assists with Capital Projects and other initiatives as needed. Conducts projects and other work as assigned.

     

    Develops Facilities Services standards, policies and procedures to ensure a high quality, cost effective and efficient operation.  

    • Develops and maintains company standards and policies and procedures for preventive maintenance, maintenance, including those regarding work procedures, annual inspections, scheduling, record-keeping, and reporting, shop inventory, tools and equipment, shop organization, and standard costs.
    • Develops databases to track properties and their inventory, supplies, and maintenance-related requirements. Assists the Associate Director of Facilities in developing Facilities and Systems Conditions Indexes for strategic facilities planning.
    • Coordinates centralized purchasing systems to realize cost savings from bulk purchases and group purchases on service contracts and supplies to ensure the best service and price. Develops and maintains vendor lists, and help evaluate contractors and vendors for future project selection. Develops and maintains standard contracts or contract provisions to assist site staff in proper contracting.
    • In conjunction with EDEN-U, develops a training programming for maintenance technicians in emergency procedures, safety, and other technical and policy trainings. Provides technical assistance and educational opportunities for maintenance and janitorial staff as needed or as assigned.
    • Periodically revises and supplements EHMI’s Maintenance Operations Manual.

     

    Training and Testing

    • Assists staff in assessing maintenance-related problems, maintenance policies, and procedures and directs staff to appropriate resources.
    • Develops and circulates training materials on maintenance-related issues
    • Prepares and conduct regular training sessions on maintenance policies, procedures, and issues.
    • Facilitates communication within the company regarding maintenance policies and procedures and the status of major projects.
    • In conjunction with Human Resources, develops testing materials for screening potential maintenance employees and conducts new hire safety training and provide ongoing training and education to maintenance and janitorial staff on safety-related issues.
    • Serves as a point person for staff relative to the YARDI Maintenance Programs including Inventory, Work Orders, Preventative Maintenance Schedule (PMS) and Annual Maintenance Schedule (AMS).

     

    Assists Property Supervisors in planning and overseeing maintenance work, assuring compliance with company standards, and identifying opportunities cost savings or improve work quality.

    • Provides technical assistance to all sites for major non-capital repair/replacement projects and works with site staff to ensure the timely delivery of projects.
    • Coordinates with sites for the successful delivery of facilities programming including Preventive Maintenance Programming, Energy Systems Programming, Pre-Agency, Safety, and Structural Inspection programming, Emergency Service programming as well as Procurement and Inventory programming.
    • Develops tracking systems, dashboards and KPIs. Monitors and conducts timely reporting to ensure site programing is delivered on a timely basis and as programed.
    • Disseminates ideas for saving costs or improving quality.
    • Develops skill and performance standards for use in classifying and evaluating maintenance staff and participates in new hire interviews and evaluations of maintenance staff, as requested. Uses industry standards and best practices to develop benchmark labor and materials costs and standard methodology for routine maintenance tasks.
    • Monitors site audits and inspections, and ensures that maintenance findings are corrected within established timelines.

    Safety

    • Co-Chairs Safety Committee with the Human Resources Manager.
    • Ensures proper update and maintenance of MSDS sheets by property staff.
    • Ensures that safety precautions and procedures are undertaken by site staff; that protective wear and equipment is correctly utilized as required by applicable laws and safety regulations under OSHA. Assists in the training of janitorial and maintenance staff as it relates to OSHA guidelines.

     

    SUPERVISORY RESPONSIBILITIES

     

    This role is responsible for managing three or more Assistant Facilities Managers, and up to two Facilities Interns.

    Qualifications

    EDUCATION and/or EXPERIENCE

     

    • Any combination of training and experience that would provide the required knowledge.
    • Education equivalent to graduation from an accredited four-year college or university with a degree or major coursework in construction management, facilities management, architecture, civil or structural engineering, project management; OR, equivalent work experience accompanied by major professional certifications and/or licenses.
    • Five to ten years of experience in construction or facilities service environment, low-income housing environment preferred.
    • At least five years of supervision and administrative experience.
    • Deep knowledge of facilities management concepts and proven experience in successfully developing and implementing facilities management programming.
    • Experience in managing project teams, system-wide programming and monitoring including the development of database trackers, dashboards and KPIs.
    • Strong computer skills including Windows (Word, Excel), internet and e-mail. Experience with YARDI or equivalent a plus. Experience in project management software and digital platforms a plus.
    • Working knowledge of OSHA regulations.
    • Working knowledge of The State of California and local building codes including Title 24 and ADA regulations.

     

    PREFERRED SKILLS and/or ABILITIES

     

    • Commitment to the mission and goals of Eden Housing.
    • Interest in and commitment to continuing professional development
    • In-depth knowledge of building construction and building systems diagnostics, repairs, replacement and renovation methods.
    • Ability to manage multiple projects and work streams under time and other constraints while remaining flexible to adjust priorities as needed.
    • Strong interpersonal, verbal, written communication and presentation skills.
    • Strong analytical and decision-making skills.
    • Ability to collaborate, lead and manage others.
    • Excellent organizational skills.
    • Able to provide clear verbal and written direction.
    • Strong influencing and negotiating skills.
    • Ability to adhere to Fair Housing requirements in the performance of duties and responsibilities.
    • Ability to communicate and interface professionally and sensitively to staff, board, residents, and the public.
    • Must be able and willing to travel to all company locations to carry out duties and responsibilities.
    • Experience working with diverse groups, i.e., staff, residents, outside contacts.

     

    CERTIFICATE, LICENSES, REGISTRATIONS 

     

    • Must have a valid California Driver's License, insurance reliable automobile transportation for work.
    • Industry related certificates desirable, such as construction management, construction estimator or project management or facilities management or related industry certifications.

     

    LANGUAGE, MATH & REASONING SKILLS

     

    Ability to read, analyze and interpret trade journals, financial reports, legal documents, safety rules, operating and maintenance instructions, MSDS sheets, blueprints, schematics, and wiring diagrams. Ability to write reports and business letters. Ability to respond to inquiries or complaints from regulatory agencies, vendors, and people in the community. Ability to effectively present information to Eden management and/or Boards of Directors. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry. Basic accounting knowledge also required. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

     

    PHYSICAL DEMANDS 

     

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee frequently is required to stand; walk; stoop, kneel, crouch, or crawl; and talk and hear. The employee is occasionally required to sit and climb or balance. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 100 pounds.  Physical mobility includes the ability to move about property, climb stairs, lift appliances or tools, stretch, bend and climb stairs and ladders. Manual dexterity includes the ability to operate machines, use tools and make general repairs. Specific vision abilities required by this job include close vision and ability to adjust focus. Vision requirements include the ability to read labels, signs, instruction manuals and work orders.

     

    WORK ENVIRONMENT 

     

    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

     

    QUALIFICATIONS 

     

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

     

    JOB DESCRIPTION REVISION

     

    This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change.  This job description replaces all previous descriptions for this position.

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed