Maintenance Supervisor

Job Purpose

The Maintenance Supervisor is responsible for maintaining the overall physical condition, safety, appearance, and operational integrity of the community. This position leads the onsite maintenance team and oversees service requests, preventive maintenance, apartment turns, inspections, vendor activity, inventory, and ongoing maintenance projects.

Working closely with the Community Manager, the Maintenance Supervisor ensures work is completed efficiently, within established timelines and budget guidelines, and in compliance with company policies and applicable safety regulations.

Essential Duties and Responsibilities

Responsibilities include, but are not limited to, the following:

Maintenance Operations

Provide excellent service to residents, guests, employees, vendors, and contractors.
Oversee the daily activities and performance of the community’s maintenance team.
Schedule, prioritize, assign, and complete service requests, apartment turns, inspections, and preventive maintenance.
Ensure routine service requests are addressed within established service standards, generally within 24 hours.
Monitor apartment make-ready progress and ensure units are completed on schedule and meet company standards.
Maintain the appearance, cleanliness, safety, and functionality of buildings, common areas, amenities, breezeways, parking lots, grounds, and entry areas.
Inspect vacant apartments and move-outs to determine required repairs, painting, cleaning, and replacement needs.
Maintain accurate maintenance records, logs, schedules, and status updates within the Community Service Register (CSR) or other designated property management systems.
Keep the maintenance shop, tools, equipment, supplies, and storage areas clean, organized, secure, and compliant.
Perform hands-on maintenance work as needed, including HVAC, plumbing, electrical, appliance, carpentry, and general building repairs.

Team Leadership and Training

Lead, schedule, train, and support maintenance technicians, groundskeepers, and other assigned team members.
Conduct regular maintenance team meetings to review assignments, safety expectations, property standards, inventory, and operational priorities.
Ensure team members follow uniform, identification, attendance, safety, and performance standards.
Identify training and certification needs and coordinate development opportunities with the Community Manager.
Cross-train maintenance team members to ensure appropriate operational coverage.
Provide coaching, performance feedback, and direction in partnership with the Community Manager.
Promote teamwork, accountability, professionalism, and a resident-focused service culture.

Community and Property Inspections

Walk common areas and high-traffic areas daily to identify cleanliness, maintenance, safety, and liability concerns.
Coordinate property-wide grounds inspections and trash removal, particularly following weekends and peak activity periods.
Conduct required weekly, monthly, quarterly, and annual inspections in accordance with company standards and the CSR.
Inspect breezeways, amenities, pools, irrigation systems, landscaping, building systems, and other community areas.
Complete regular property walks with the Community Manager and recommend corrective actions, cost-saving opportunities, and operational improvements.
Identify and promptly communicate safety concerns, property damage, deferred maintenance, and potential liability issues.

Apartment Turns and Move-In Readiness

Review the make-ready report daily and establish schedules for apartment turns.
Maintain an accurate make-ready board and update unit status in the appropriate system.
Coordinate maintenance employees and vendors to ensure apartment turns are completed accurately and on schedule.
Inspect move-outs to determine whether units require touch-up work, full painting, repairs, replacements, or additional services.
Review completed work to confirm quality and readiness before move-in.
Follow up on move-in inspection forms with the Community Manager and ensure identified maintenance concerns are resolved promptly.
Support annual and high-volume turnover operations, including extended hours when required.

Preventive Maintenance and Compliance

Develop and maintain preventive maintenance schedules for HVAC, plumbing, electrical, appliances, life-safety equipment, and other building systems.
Maintain required Safety Data Sheet (SDS), OSHA, EPA, and other regulatory records.
Follow all company safety procedures and applicable federal, state, and local requirements.
Maintain response plans and documentation related to environmental or hazardous-material concerns, including asbestos, lead, and mold.
Stay informed of applicable Americans with Disabilities Act (ADA) requirements and advise the Community Manager of potential compliance concerns.
Track warranties for major appliances, HVAC systems, and other equipment, and coordinate inspections before warranty expiration.
Conduct monthly safety and training meetings and communicate regulatory or procedural updates to the team.
Ensure required pool, HVAC, EPA, and other certifications remain current.

Vendor, Inventory, and Budget Management

Coordinate and oversee contractors and vendors, ensuring work is completed safely, on schedule, within scope, and according to quality standards.
Review vendor work before authorizing or recommending completion.
Maintain an emergency vendor list for critical services, including plumbing, electrical, gates, tree removal, and mold remediation.
Purchase maintenance supplies and equipment in accordance with budget guidelines and approved purchasing procedures.
Monitor inventory levels and use approved vendors whenever possible.
Maintain an accurate inventory of community tools and equipment and provide periodic reports to the Community Manager.
Review maintenance expenses and budget performance with the Community Manager.
Monitor overtime and schedule team members efficiently to maintain appropriate coverage while controlling labor costs.
Track anticipated capital projects and assist the Community Manager with annual maintenance and capital-budget planning.

Emergency and On-Call Coverage

Participate in the community’s rotating on-call schedule and provide emergency maintenance coverage outside regular business hours.
Ensure adequate maintenance coverage during operating hours, weekends, holidays, and employee absences.
Coordinate after-hours coverage among maintenance team members.
Respond promptly and professionally to urgent maintenance and safety concerns.
Maintain readiness for weather-related events, utility interruptions, equipment failures, and other property emergencies.

Recurring Responsibilities

Daily

Meet with the Community Manager to review service requests, apartment turns, maintenance concerns, and corrective-action plans.
Walk common areas and inspect property conditions.
Schedule and monitor service requests and apartment turns.
Update the make-ready board and maintenance systems.
Review key-control records and confirm all keys are accounted for.
Inspect move-outs and completed make-ready units.
Review shop cleanliness, supply levels, and team assignments.
Monitor grounds, breezeways, amenities, and trash areas.

Weekly

Review maintenance expenses, overtime, inventory, staffing coverage, and work-order performance.
Inspect irrigation systems, pools, common areas, trash equipment, and other scheduled property components.
Confirm weekend and after-hours coverage.
Review preventive maintenance schedules and outstanding projects.

Monthly and Quarterly

Conduct formal property, unit, vehicle, equipment, landscaping, and safety inspections as required.
Complete scheduled walks with the Community Manager and applicable contractors.
Conduct safety and skills-development meetings.
Review equipment inventories, warranties, certifications, emergency vendor contacts, and regulatory records.
Coordinate quarterly filter changes and inspect units for HVAC, moisture, mold, safety, and maintenance concerns.

Annually

Assist with the preparation of the maintenance and capital-improvement budgets.
Maintain a list of anticipated repairs, equipment replacements, and capital projects.
Support annual unit inspections, property assessments, and preventive maintenance planning.
Coordinate annual turnover and move-in readiness activities.

Required Qualifications

Working knowledge of HVAC, plumbing, electrical, appliances, carpentry, and general building maintenance.
Demonstrated ability to diagnose maintenance problems and complete or coordinate appropriate repairs.
Ability to read and interpret technical procedures, safety information, operating instructions, and governmental regulations.
Ability to prepare reports, maintenance records, correspondence, and procedural documentation.
Ability to understand operating statements, maintenance budgets, invoices, and purchasing guidelines.
Ability to perform basic mathematical calculations, including percentages, measurements, area, volume, and cost comparisons.
Strong leadership, coaching, delegation, and team-development skills.
Excellent customer service, communication, and active-listening skills.
Strong organizational, prioritization, and time-management abilities.
Ability to manage competing priorities and remain professional during emergencies or high-pressure situations.
Ability to work independently and collaboratively with onsite teams, residents, vendors, and leadership.
Ability to maintain confidentiality and accept direction and constructive feedback.
Basic computer proficiency and the ability to enter and retrieve information using property management, maintenance, access-control, and related systems.
Must possess and maintain the tools necessary to perform assigned duties.
Ability to work weekends, holidays, overtime, and participate in an on-call rotation as business needs require.

Education and Experience

Associate degree or technical-school certification in maintenance, building systems, HVAC, or a related field preferred.
An equivalent combination of education, technical training, and relevant experience will be considered.
A minimum of two to three years of hands-on general maintenance experience required.
Two to three years of experience installing, maintaining, troubleshooting, and repairing building systems, including HVAC, plumbing, and electrical systems, required.
Previous supervisory or team-lead experience in multifamily housing, student housing, hospitality, or a similar environment strongly preferred.
Experience with apartment turns, preventive maintenance programs, vendor coordination, and maintenance-budget management preferred.

Certifications, Licenses, and Registrations

Current HVAC certification required.
EPA Section 608 certification required, as applicable.
Certified Pool Operator (CPO) certification preferred or must be obtained within the timeframe established by the company.
Valid driver’s license and acceptable driving record may be required.
Additional certifications may be required based on property needs or applicable regulations.

Physical Requirements

The employee must be able to:

Frequently stand, walk, bend, stoop, kneel, crouch, reach, and climb.
Safely use ladders, hand tools, power tools, and maintenance equipment.
Lift, carry, push, and pull equipment, supplies, appliances, and other heavy materials.
Work indoors and outdoors in varying temperatures and weather conditions.
Access apartments, rooftops, mechanical rooms, crawl spaces, and other maintenance areas as required.
Wear required personal protective equipment and follow all safety procedures.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Additional Information

This job description summarizes the primary responsibilities of the position and is not intended to include every duty that may be assigned. Responsibilities may be modified based on community needs, business requirements, and direction from the Community Manager or company leadership.

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