Residential Maintenance & Facilities Manager

The Residential Maintenance & Facilities Manager will lead Harmoniq Residential’s maintenance division and serve on the corporate team, overseeing strategic initiatives for the maintenance division and team members. This position will interface with Property Managers and Leasing Agents to drive value at the property level. The primary focus will be on quality control, preventative maintenance, reporting & inspections, vendor relationship management, inventory & audits, warranty execution, and in-house vs 3rd-party scope expectations.

Job Responsibilities

Quality Control

• Perform frequented property walks and inspections, working with onsite maintenance teams to improve site aesthetics.
• Strategize with onsite teams regarding work order management, team/hours needed onsite, scheduling
• Review onsite inspection checklists based on the inspection schedule and create an action plan per property to address cited items.
• Work with on-site maintenance teams to communicate issues/concerns with management and leasing teams to ensure cultural alignment on-site.
• Ensure property binders and make-ready boards onsite are accurate and up to date.

Preventative Maintenance

• Produce a site-specific preventative maintenance schedule, including—but not limited to—filter changes, hose bib shutoff, pool start-up/shutdown, pre-emergent, hallway touch-ups, etc., and ensure its completion.
• Schedule and ensure completion of annual property inspections.
• Create/bid PM budget for services.
• Identify issues from preventative maintenance reports and annual inspections and communicate with the appropriate on-site management and maintenance teams.

Reporting & Inspections

• Create list of necessary reports and inspections required at each property, with appropriate frequency, including but not limited to, elevator inspections, fire & life safety inspections, municipal/state elevator inspections, façade inspections, etc.
• Ensure consistent filing and accuracy of reports & inspections, addressing any deficiencies or “fails” with the onsite teams.
• Ensure compliance onsite with the location of reports and appropriate inspection signage.
• Provide management teams with vendor information for any corrective action.

Vendor Management

• Maintain and establish relationships with both existing and new vendors alike.
• Create Top 3-5 recommended vendors per service line, per market in order to quickly procure multiple bids.
• Recommend, strategy and negotiate portfolio-wide Harmoniq bids/service to achieve purchasing power across largest service lines.
• Establish/recommend new vendors to inclusion on Harmoniq’s Master Vendor List.
• Manage master supplies and ordering relationships for onsite consumables.
• Create defined and recommended bid criteria and considerations for all third-party contract services.

Tools & Inventory

• Establish recommended start-up tools for all new lease-ups
• Perform in-place audits for onsite tools and recommend additional budget/need for those tools
• Create and maintain inventory program for onsite tools and consumables
• Establish onsite inventory levels per asset for all consumables based on seasonal needs.

Warranty Enforcement

• Work with the General Contractor to establish and maintain warranty information for all new lease-ups and newly installed major systems.
• Provide onsite team knowledge of warranty vendors
• Attend final one-year warranty walks with development and general contract team one-year following certificate of occupancy.

Scope Expectations

• Produce scope of services to be handled by third-party vendors or in-house onsite team members
• Produce scope service line scope per property and any deviations from standard, in-house scope
• Continually make recommendations on services lines that should be bid out or taken in-house based upon need and market.

Requirements

Additional Requirements

Attendance is an imperative job function. Employees must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or in writing) to employees.

Driving/Traveling Requirements

Frequent need (33% to 66% of the time) to utilize personal transportation to inspect apartment community, run property errands, meet with vendors, community outreach, and meetings at corporate office.  Must have valid driver’s  license, reliable vehicle, and automobile insurance.

Essential Job Functions

• High School Diploma or equivalent required; Bachelor’s degree preferred, but not required.
• A minimum of one year experience in a customer service related industry and two years apartment leasing experience or a combination of accounting skills/education with customer service experience is preferred.
• Must possess strong attention to detail, great communication skills and sales ability.
• Demonstrate ability to support and contribute to a community team.
• Highly organized and capable of meeting strict deadlines and understand the sense of urgency.
• Able to undertake multiple projects, manage shifting priorities, and handle a heavy workload.
• Fair Housing Certification, willingness to obtain prior to interacting with prospective residents.
• Experience with Microsoft office suite, specifically in Excel to develop and utilize complex spreadsheets.
• Competence in accounting software and property management software (Resman) preferred.
• Familiar with database and project management software such as Smartsheet.
• Participate in training in order to comply with new or existing laws.
• Ability to work a flexible schedule, including evenings and weekends and sometimes on call for resident emergencies when manager approval is needed. (We do have a 24/7 on call hotline for residents).
• Neat, clean, and professional at all times throughout the work day and/or whenever present at the community. Professional appearance when representing the property and company at industry events, networking events, industry awards, etc.
• Comply with expectations and dress code as demonstrated in the Employee Handbook.
• Demonstrate ability to diffuse and respond to customer concerns/issues to avoid escalation
• Entrepreneurial mindset – Loves to be challenged, determined to win, puts clients and teammates first, collaborative, inquisitive, self-motivated, and operates on trust (not fear).
• High integrity – Trusted, direct, truthful. Embodies confidence and admits mistakes.

Benefits

Core Values/Mission

Harmoniq Residential is one of the largest residential management firms in the state of Wisconsin.

Our company is built on the virtue of INTEGRITY and is based on three principles.

Warrior-Spirit

We desire to be challenged, love the pursuit and are determined to win.

We commit to being our best.

We are enterprising. We imagine, create and innovate.

Empathy

We put others first – our teammates and our clients.

We value EQ over IQ.

We operate on trust, not fear.

Better Together

We love what we do and we love doing it together.

We believe the whole is greater than the sum of its parts.

We can do anything together. We are family.

Since 2021 our approach to business has been simple - help identify the needs of our customers and offer solutions that work. We’re committed to providing superior real estate services that exceed our customer’s expectations and build relationships that stand the test of time. All of our decisions are investments. We are a real estate investment firm disguised as a property manager.

Harmoniq Residential provides equal employment opportunity to all persons. No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, otherwise qualified