Maintenance Supervisor - Rock Springs, WY

Job description

ASCENTIA MAINTENANCE SUPERVISOR

JOB DESCRIPTION

About Company: Ascentia owns and operates manufactured housing rental communities across seven states and is seeking highly motivated professionals who are interested in continued professional growth while contributing to the ongoing development of a unique business model. We are committed to achieving the highest levels of performance and efficiency, listening to new ideas and encouraging a healthy home/work balance.

PURPOSE: The ASCENTIA Maintenance Supervisor, reporting to the Community Manager, DM or APS, professionally represents the community in all aspects of property management with emphasis on maintenance, curb appeal, vendor relations, cost control, resident relations, and managing maintenance staff performance. The Maintenance Supervisor ensures that all community buildings, grounds, vehicles, equipment and other physical assets are maintained in excellent physical condition; ensures that service orders are completed in a timely and professional manner; supervises maintenance employees in their duties.

ON CALL REQUIREMENTS – Maintenance employees will be issued a cell phone for on call use.

MAJOR RESPONSIBILITY AREAS1. PROPERTY MAINTENANCE
Buildings/Grounds – The Maintenance Supervisor is responsible for the general maintenance of the buildings and grounds and keeping the property in a safe, attractive and orderly condition. Oversee maintenance of the grounds and common areas including mowing, weed treatment, landscaping, tree removal and trimming, snow removal, street sweeping/debris removal, surface water drainage, concrete sidewalks and driveways, street pavements, and underground utilities.

Responsible for upkeep of all community buildings, including: office, mobile homes, maintenance shop, clubhouse, and the permanent storage units. Ensure that preventive and emergency maintenance repairs are completed, including carpentry, electrical, plumbing, heating and cooling repairs. Schedule regular inspections of buildings and grounds to ensure standards for cleanliness, safety and curb appeal are met. The Maintenance Supervisor is responsible for knowing how the systems on each property operate and for instructing maintenance employees on their operation.

Inspect vacated units and complete make-ready checklist. Inform community manager of needed services and repairs. Ensure vacant units are “trashed-out” within 24 hours of move-out. Routinely perform duties to restore units to “make ready” status. Re-inspect vacant units after make-ready has been completed to determine quality of work performed. Ensure adequate number of make ready units are available and that the products are up to company standards. Maintain an average of 50% of make-readies that are market-ready on a monthly basis. Coordinate status of make readies with office staff.

Vehicles and Equipment – The Maintenance Supervisor is responsible for monitoring and ensuring that all physical assets of the community are maintained in good working condition, including vehicles, machinery, tractors, mowers, snowplow equipment, excavating equipment, set up equipment, saws, and tools. Keep up on the Maintenance Inventory Log: maintaining inventory of tools, machinery, equipment and supplies and ensuring that regular servicing and repairs are completed.
2. SERVICE ORDERS AND MAINTENANCE PROJECTS
The Maintenance Supervisor is responsible for seeing that all maintenance projects and service orders are processed in a prompt and professional manner. Diagnose and perform major, minor and routine maintenance/repair in a timely and professional manner. Assure all critical service requests are completed on a daily basis. Accurately document work performed on service requests, including parts used, and return documentation to Manager by the end of day or complete in Yardi. Complete renewal service requests in the same timely fashion. Follow-up on incomplete service requests. Communicate daily with the Community Manager or Team Leader on outstanding service requests, assign tasks to maintenance employees and review completed work orders to ensure accuracy. Responsible for prompt service call response time.

Oversee preparation for new home move-ins and move-outs, including utility connections, sidewalks, driveways and site preparation. See that all community owned homes are well maintained, with a one week turn-around time on rental units.

 VENDOR RELATIONS

The Maintenance Supervisor is responsible for overseeing all vendors, outside contractor relations and contracts. Obtain outside services with approval of the Community Manager or Team leader, and ensure scope of services is consistent with agreements. Oversee capital improvements, including the bid process, vendor selection and completion inspections. The Maintenance Supervisor must be compatible with a wide range of people and able to communicate well.
4. COST CONTROL

Ensure that all maintenance expenditures are within budget, and review the operational budget on a regular basis. Research different contractors, vendors and suppliers to assure ASCENTIA is receiving the best service and price. Assist with the preparation of annual budget(s). Keep maintenance employee(s) hours within budget. Assist in the cost analysis and monitoring of capital improvement projects.
5. RESIDENT RELATIONS See that residents are treated in a courteous and professional manner, and are satisfied with the maintenance services performed. This will apply to both current home owners and renters with no distinguishment in terms of the level of professionalism and service. The candidate must be customer service oriented and genuinely support and promote good service and resident relations with the tenants. This will be measured through door knockers and surveys given to those who are in direct receivership of our service.

6. TEAM LEADER
The Maintenance Supervisor is responsible for the leadership and direction of all site maintenance related employees through the guidance of the Property Manager to maintain the property in safe, attractive and orderly condition. Provides day to day written and verbal instruction to the staff on all aspects of the building and site operation and ensures quality service to the residents. Holds regular staff meetings to discuss scheduling of work, productivity, cost control, customer satisfaction, company expectations, training and other employee issues. Maintain weekly on call schedule for maintenance employees. Set employee goals and give annual performance evaluations; oversee training and ensure proper licensing/certifications are obtained. Train employees in safety procedures. Inform Team Leader of any potentially dangerous situations to help reduce accidents and ensure company safety. Uses company-supplied materials/ equipment, understands and conveys manufacturer’s recommendations and directions regarding equipment to other employees. This is a line position with direct impact on company funds.

• PHYSICAL/MENTAL DEMANDS: The Supervisor position requires the following physical and mental capabilities to be performed:

• Constantly (66% to 100% of the time): Being on foot, bending, stooping, squatting, kneeling, climbing stairs and ladders, pushing or pulling, reaching above shoulder height, grasping, gripping, turning, lifting and carrying 1-25 lb. items, performing general and detail observation, working at above ground height, using finger dexterity, operating heavy machinery, equipment or tools, following instructions, reading and/or comprehending manufacturer’s and product label directions, communicating with other staff members, writing to complete reports and requests, working indoors, and using adequate vision (close, color and ability to focus)and mobility.

• Frequently (33% to 66% of the time): Working outdoors in all conditions, observing things clearly beyond an arm’s reach, lifting and carrying of items weighing 25-75 lbs. and driving vehicles.

• Occasionally (1% to 33% of the time): Lifting and carrying (with assistance) of items weighing 75-150 lbs.

The Maintenance Supervisor shall perform his/her duties using standard levels of productivity and dependability, ensuring completion in a timely and zero-defect manner. He/she must be able to direct the work of others, providing clear and consistent verbal and written communication to subordinates and supervisors. Must exhibit clean, neat, well-groomed professional appearance; job requires company-approved attire with identification badge in sight. Use of recommended personal protection equipment is required. Must be honest, trustworthy, enthusiastic and team/project-oriented.

• OTHER SKILLS. Must be able to fulfill job requirements of the Maintenance Technician and have a working knowledge of electricity, plumbing, carpentry, HVAC, appliances and construction.

• LITERACY (READING). The employee must know how to communicate in English (and possibly in a foreign language) verbally as well as through reading and writing.

• LEADERSHIP. The ability to positively assert one’s self in a given situation. Knowing how to make a positive impact. Knowing what needs to be done and proactively doing it. Having the right sense of urgency about the right priorities.

• CUSTOMER SERVICE. The ability to understand the needs of internal and external customers and to meet those needs on a consistent basis.

• WORK ETHIC (EFFORT). The ability to apply one’s self to a challenge with intensity and consistency in order to achieve the desired outcome.

• CREATIVITY. The ability to approach problems and tasks from a new perspective and successfully implement improved solutions and ideas.

• COMMUNICATION. Understanding the abilities of the audience, then effectively and persuasively conveying and receiving thoughts and ideas in writing and verbally.

• ORGANIZATION. The ability to self-manage, set priorities and use time effectively in achieving desired objectives. To consistently maintain the proper sense of priority amidst changing circumstances.

• ADAPTABILITY. The ability to be flexible, to anticipate and comprehend one’s changing circumstances and make proper adjustments in order to consistently achieve objectives.

• PEOPLE SKILLS (INTERPERSONAL EFFECTIVENESS). The ability to effectively interact with all levels of personnel. Consistently practice a Win/Win mentality by seeking mutual benefit for all involved parties while accomplishing the desired objectives.

• TEAMWORK. The ability to successfully communicate and work in a dynamic team situation. To successfully manage relationships. To apply the principles of synergy where different ideas can be blended successfully in achieving the desired outcome without sacrificing individuality.

PERFORMANCE VALUES QUALITY. Simply doing things right. Committed to excellence in all areas. Efficient and cost effective. Completing every last detail to the best of one’s ability and with no shortcuts. SERVICE.
*
Understanding the needs of the customer and having a cheerful and caring attitude in meeting those needs. FAIRNESS.

• Displaying integrity, keeping commitments. Maintaining a Win/Win mentality. Truthful and clear in all communications. TRUTHFULNESS

. Accountable for one’s choices. The courage to do the right thing, even when it hurts. Doing what you say you will do. * PERFORMANCE
. Taking full responsibility and being accountable for the results of one’s actions, or inaction. Realistic and budget conscious. Looking to one’s own performance before examining others. Persistent, tenacious and determined. * GROWTH
. Consistently increasing in knowledge, experience and wisdom. Striving to continually improve oneself. * POSITIVE ATTITUDE (TOWARD LIFE AND WORK).

• Serving customers with enthusiasm and excellence. Inspiring others by consistently choosing a positive outlook. Seeing the potential in any situation. PROACTIVITY

. Sense of urgency about accomplishing key goals. Quickly taking the initiative. Creative, persistent and focused. Accepting responsibility for own behavior (past, present, and future) and making alert choices based on principles and values rather than on moods or circumstances. * STRATEGIC
. Focusing on the important; not distracted by the urgent. Using principle based decision making. Thinking ahead and planning. Putting thoughts and decisions in writing. * PROFESSIONALISM
. Knowledgeable with high standards in one’s field. Setting a good example in all aspects of behavior, appearance and attitude. Demanding excellence of self and others. * SAFETY
. Conscious of the safety of self and others. Actively promote safe habits and procedures.*

Job Type: Full-time

Pay $28.00 based on experience

Benefits:

• 401(k)

• 401(k) matching

• Dental insurance

• Flexible spending account

• Health insurance

• Life insurance

• Paid time off

• Referral program

• Vision insurance

Experience level:

• 5 years

Schedule:

• 8 hour shift

• Monday to Friday

• Overtime

Work setting:

• In-person

• Outdoor work

Ascentia is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of actual or perceived race, color, creed, religion, ancestry, citizenship status, age, sex, marital status, sexual orientation, national origin, disability or handicap, veteran status, or any other characteristic protected by applicable federal, state or local laws.

1. Monitors completion of make-ready units and updates written make ready status board or computer software program, as needed.

2. Trouble-shoots, diagnoses and corrects major air conditioning failures (i.e., low refrigerant charge, bad compressor, fan motors). Must be EPA certified. Ensures filters are replaced in a timely manner. Replaces complete systems as needed. Performs air conditioning repairs and replacements in compliance with federal regulations.

3. Trouble-shoots, diagnoses and corrects major heating failures (i.e., replace heat strips, exchangers, thermo-couplings, boilers, tube bundles, etc.). Completes preventive maintenance as necessary.

4. Trouble-shoots, diagnoses and corrects major appliance failures (i.e., change out or repair dishwasher motors, garbage disposals, ice makers, stove elements, range thermostats, etc.).

5. Supervises outside electrical contractors.

6. Completes major plumbing repairs (i.e., replacement of major components or sewer line stoppage diagnosis). Operates sewer machines, sweats copper lines, etc.

7. Completes major carpentry, glass and sheet rock repairs (i.e., remove/replace door frames, patch holes in sheet rock, apply texture, repair subfloors, repair cabinets, etc.) and/or supervises outside contractors.

8. Monitors and records daily pool care, assures pool is in proper chemical balance and area is free of safety violations, (i.e., safety equipment, gate function, etc.). Possesses pool operator’s certificate.

9. Completes major repairs and/or supervises outside contractors. Must be willing and able to inspect all areas of the property for determination of problems and/or verify work performed by outside contractors.

10. Continuously inspects the property (including nighttime inspections) for safety hazards that pose a liability or potential liability and corrects immediately.

11. Inspects the site and buildings regularly, becoming familiar with inherent problems and repairing same while performing daily duties as directed by the Property Manager and regional/corporate executives.

12. Keeps an adequate or thirty-day inventory of needed supplies and completes monthly and quarterly reporting as required. Maintains both personal and property tool inventories in good and complete condition. Maintains shop in a neat, safe and orderly condition.

13. Plans and assigns daily tasks for maintenance staff, following up to ensure that the plan and priorities are met. Meets daily with Property Manager to review same and receive additional instruction.

14. Shares on-call duty with Maintenance staff and is available at all times via cell phone unless previous arrangements have been made.

15. Provides written and verbal recommendations, based upon performance indicators, for the hiring, firing and counseling of all onsite maintenance staff, although ultimate decisions rests with the Property Manager.

16. Performs resident work orders and service requests as required.

17. Provides guidance and training for Maintenance Technicians, Rehab Team, and Grounds Keeping, incorporating both safety and customer service into all aspects of the job.

18. Incorporates both safety and customer service in the performance of all job duties. Purchases equipment and supplies as agent of the property, ordering and picking up parts and supplies as requested.

SNOW REMOVAL – Supervise and ensure that during the winter months all roadways are plowed after two (2) inches of snow accumulation. Plowing and sanding are to be completed by 7:30 a.m. Snow removal and sanding is to include the office entrance, clubhouse, mailbox area and sidewalks.

WATER METERS – Train staff to read and repair water meters and remotes. Water meters are to be read on a monthly basis. Meter readings are to be completed no later than the 3rdof each month and returned to Maintenance Supervisor for review, and submitted to the Community Manager. During the meter reading process, both meters and remotes are to be checked to ensure that they are functional.

WATER LINES – Train staff on the procedures for water digs. Ensure that all digs to repair or replace water lines are preceded by a call to the appropriate utility locate company. Calls must also be placed to obtain permits. Any dig must have a minimum of two persons at the site. No one should be in the hole created by the dig without a person watching. Please refer to OSHA guidelines.

CLUBHOUSE – Supervise and ensure that a maintenance employee enters and have the A/C checked prior to summer and the furnace checked prior to winter for preventative maintenance. Filters are to be cleaned or replaced bi-monthly.

ON CALL REQUIREMENTS – Maintenance employees will be issued a cell phone for on call use. Calls must be returned within 15 minutes or less to ensure good customer service. Cells are to be worn at all times, 24 hours a day. Schedule staff persons weekly for on call service, and provide backup if necessary. Notify Team Leader as to which technician is on call for the week.

MANUALS – Refer to property-specific procedure manuals as available. Follow all procedures and maintenance schedules prescribed.