Maintenance Manager

Dakota County CDA•Eagan, MN

11h•Hybrid

About The Position

The Dakota County Community Development Agency (CDA) is seeking a dynamic leader to fill the role of Maintenance Manager on the Property Management team which oversees the management and maintenance of 2,900 units of affordable rental housing located throughout Dakota County, Minnesota. The Maintenance Manager supervises a team of 16 maintenance technicians that are assigned to work zones within the county. Maintenance Technicians process over 20,000 work orders annually. The team responds to after-hours emergency work order needs on an on-call rotation schedule. The Maintenance Manager is part of senior management of the department which includes the Director of Property Management, Assistant Director of Property Management and a Program Manager.

Requirements

A combination of related education and/or experience to total 5 years.
Demonstrated thorough knowledge of maintenance work methods and processes, and knowledge of structural, mechanical, plumbing, heating and electrical systems.
Experience supervising and leading a team of employees.
Experience in contracting, inventory and purchasing activities.
Knowledge of Policy Development
Knowledge of Supervisory principals including interviewing, training and performance management techniques.
Knowledge of Contract administration.
Knowledge of Federal regulations for public housing administration.
Knowledge of Mathematics, basic accounting, budgeting and business statistics.
Knowledge of Strategic planning strategies to analyze statistical data, draw sound conclusions, and make valid recommendations.
Knowledge of Construction methods, procedures and materials/products.
Knowledge of Microsoft software (Outlook, Word, Excel), housing database software (Yardi) and the ability to create reports.
Knowledge of Housing inspection techniques, procedures and practices; knowledge of housing quality standards.
Knowledge of Building materials, residential structures, construction, repair, replacement and cost estimating.
Knowledge of Local, state and federal building codes.
Knowledge of Data Privacy Laws, Fair Housing Laws, and Davis-Bacon Labor Standards.
Ability to effectively initiate work projects, develop procedures and make independent decisions.
Ability to communicate effectively both verbally and in writing.
Ability to motivate employees, negotiate and resolve conflicts.
Ability to coordinate details, organize and systemize procedures, prioritize work and maintain schedules.
Ability to prepare clear and concise reports and memos.
Ability to interpret laws, rules and regulations.
Ability to respond to emergencies.
Ability to interface with contractors, agencies and regulatory officials.
Ability to prepare and present reports.
Ability to communicate effectively verbally and in writing to groups and individuals.
Clean driving record.

Nice To Haves

Ability to tolerate adverse weather conditions: cold weather, wind, and snow.
Bend/Stoop/Squat/Kneel to perform routine maintenance/repairs, pick up tools and needed equipment.
Climb stairs to reach 2nd and 3rd floor in apartments and residences.
Ability to enter confined spaces such as basements and attics.
Push or pull up to 20 lbs. to move equipment, appliances, open and close doors, etc.
Reach above shoulder to perform routine maintenance/repairs, stock and remove equipment, parts, etc.
Climb and balance on ladders to perform routine maintenance/repairs.
Grasp/Grip/Turning handle tools and equipment to perform routine maintenance/repairs.
Finder dexterity of handle tools and equipment to perform routine maintenance/repairs.
Lifting/Carrying of supplies, replacement parts, ladders, etc. up to 20 lbs.
Lifting and carrying of weights exceeding 50 lbs. is accomplished with assistance from one or more persons or lifting equipment. Examples of heaviest items lifted include washer/dryers, refrigerators, A/C units, etc.

Responsibilities

Supervision of maintenance staff
Development and implementation of quality control standards and inspection programs to ensure efficiency and consistency of maintenance work
Management of the preventative maintenance program
Performing planning activities for all maintenance operations
Interpreting rules and regulations and updating policies and procedures
Technical analysis of work order data
Overseeing compliance in contracting, inventory and purchasing activities
Assisting the Property Management Director with special projects as requested
Develop and implement quality control standards and inspection programs to ensure that maintenance work and services are being provided at a consistent level of quality and performance.
Develop work standards to assess whether work performed by maintenance staff (including turnovers) has been completed in a safe, timely, and satisfactory manner (e.g. develop standards to assess the method and quality of work, appropriate length of time to complete, etc.)
Develop methods and processes to perform quality control checks in order to ensure that work standards have been met; perform quality control inspections of a representational sample of completed work orders.
Identify quality control problems and determine appropriate follow-up (e.g. address specific training needs, performance problems, building system problems, etc.) and make recommendations for corrective action.
Establish and maintain maintenance operational policies and procedures guides.
Oversee compliance of contracting, inventory, and purchasing activities.
Review and analyze the procurement of general maintenance supplies/materials, equipment and services; develop and recommend process improvements.
Assess the effectiveness of outsourcing maintenance work and make appropriate recommendations.
Ensure that an up-to-date list of outstanding maintenance contracts is maintained, and that files are accurate and orderly.
Prepare cost benefit analyses; develop and maintain inventory control systems.
Ensure that Maintenance staff are following purchasing and budget procedures, review procedures with staff as necessary, so there are not audit findings in procurement activities.
Ensure that all procurement is done in accordance with federal and state regulations (e.g. Davis Bacon regulations) and CDA procurement policy.
Perform centralized planning and administrative activities for all maintenance operations.
Develop procedures for the completion and processing of work orders to ensure uniformity and accuracy of data, and document maintenance payroll/time charges, materials and contracts.
Prepare related support documents such as staffing analysis/plans, contract schedules, materials, and budget requests.
Develop and implement fleet management plans and services.
Prepare short and long-range plans to ensure proactive maintenance efforts.
Establish and maintain maintenance plans and schedules for all CDA properties.
Develop or secure reports useful to the analysis of the work order process.
Analyze (statistical) data and identify areas of opportunity for individual and process improvements; implement or recommend actions as necessary.
Perform technical analysis, development and ongoing management of work order system; determine system capabilities and make recommendations for maximization of software capabilities.
Determine the capabilities of the current work order system and make recommendations for best utilization as a management analyst tool (e.g. determine types of data to be tracked and methods for extracting information).
Supervise and manage Maintenance Technicians, Maintenance Operations Manager, and Assistant Maintenance Manager
Supervise overall staff functions and individual performance and productivity.
Train staff in department and agency procedures and policies.
Ensure adequate staff coverage; establish work schedules and assess and adjust staff workloads.
Manage performance; plan for employee development, conduct performance evaluations, and grant merit increases or take disciplinary action, as appropriate.
Evaluate staffing levels and coordinate coverage during absences.
Conduct candidate interviews and make hiring recommendations.
Conduct staff meetings.
Review and revise job descriptions and performance standards with employee involvement.
Approve timesheets, mileage claims, leave requests, purchase orders and check requests for direct reports.
Ensure staff are competent and compliant with HUD and Agency regulations, policies and procedures.
Coordinate training and development opportunities for Maintenance department.
Interpret, enforce, and evaluate rules and regulations and internal policies and procedures for the Maintenance team. This includes, but is not limited to, HUD regulations and requirements, building codes. Fire Department regulations with regard to health and safety, OSHA, etc.
Provides technical support consisting of considering and recommending solutions that meet applicable codes and/or established technical standards for the Agency.
Works with staff to implement Agency policies and procedures, and changes in Agency and HUD regulations.
Requests for the information or deficiency corrections are responded to within required timeframes.
Accountable for Maintenance required reports; Oversee accuracy and timeliness.
Ensure OSHA MSDS logs are updated and distributed as needed.
Ensure Maintenance staff are implementing policies uniformly.
Decides how and when to document the need for policy changes.
Develops and revises procedure manuals.
Ensure staff are trained to implement revisions.
Perform special projects as assigned.
Perform special projects as requested by the Director of Property Management.
Act as responsible authority for the department in the absence of the Director, Assistant Director and Program Manager, including department supervision.
Act as a resource to the Director of Property Management and provide advice, technical data or statistical reports as requested.
Assist the Director of Property Management with the annual budget preparation.
Provide technical advice to the Housing Development department on proposed plans and specs for CDA properties.
Alert Housing Development staff of potential warranty issues on newly constructed buildings.
Provide feedback regarding product selection.
Serve as representative on internal and external committees and attend meetings, informational sessions and workshops related to maintenance and affordable housing.
Act as a positive representative of the CDA.
Develop and maintain a good working relationship with CDA employees, vendors and contractors working with the CDA.
Develop and maintain good work relationships with officials from HUD, Dakota County, inspection contractors, etc.
Handle calls or meetings with irate parties in a professional manner to diffuse the issue/conflict.
Resolve disputes and mediated conflicts between staff/departments, contractors, and vendors.
Explain repair needs and proposed method of repair, when requested by residents.
Abide by all CDA Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the CDA.