Maintenance Manager

ENCOMPASS COMMUNITY SERVICES•Santa Cruz, CA

1d•$70,000 - $75,000•Onsite

About The Position

At Encompass Community Services, we provide our community with a wide range of services related to family and social well-being, behavioral health, housing, and more. Every day through these services, we work to make health, education, and housing more equitable for all people in Santa Cruz County. For more than 50 years, our work has touched generations by helping people have access to education, rebuild relationships, restore their health, and regain dignity. Summary: The Maintenance Manager leads Encompass's maintenance department. This is a working manager role for someone who has done property maintenance and knows the trades firsthand. The Maintenance Manager directly supervises a two-to-three-person Maintenance Team. They also handle the coordination, administration, and budgeting for maintenance at Encompass program sites and HUD properties. The Maintenance Manager uses their hands-on background to assess repair needs, troubleshoot building systems, train staff, evaluate vendor bids and workmanship, and step in on the work when needed. The role includes planning and carrying out maintenance spending, and overseeing and training staff on the Spiceworks maintenance module. The Maintenance Manager works closely with the Property Analyst to administer the corporation's other assets, including lease management, property maintenance, tenant management, and other duties as assigned.

Requirements

High school diploma or GED required
5 years of hands-on property maintenance experience required, including general repairs in areas such as plumbing, electrical, carpentry, painting, appliances and HVAC
1 year of experience supervising or managing maintenance staff required
Working knowledge of building systems, safe work practices and maintenance tools and equipment
Ability to perform physical maintenance tasks when needed
Strong computer skills in MS Office required
Excellent written and verbal communication skills
Strong organizational skills
Ability to multi-task regularly and successfully
Ability to handle stressful or fast-paced periods of work while staying composed and completing tasks appropriately
Criminal record clearance required before hire
Physical exam and TB test required

Nice To Haves

experience with multi-unit residential or HUD properties preferred
Bilingual English/Spanish preferred

Responsibilities

Lead, supervise and direct the Maintenance Team. Maintain systems that ensure timely, accurate maintenance, repair and periodic inspections.
Lead daily maintenance team meetings and assign daily work orders to team members.
Use hands-on maintenance knowledge to diagnose problems, set repair priorities and decide whether jobs are done in-house or by outside vendors. Perform or assist with repairs as needed, including plumbing, electrical, carpentry, painting, appliance and general building repairs.
Train and coach maintenance staff on repair techniques, proper tool and equipment use, and quality standards.
Direct the team so that: work order tickets are monitored and closed, supplies are ordered and vendors are scheduled when needed, purchase orders and PVs are processed weekly, intent-to-enter notices go out on time, the maintenance team's daily schedules are completed each day.
Oversee the preparation and coding of maintenance purchase orders, PVs and work orders.
Monitor in-process and closed work orders in Spiceworks, and oversee the logging and tracking of all work orders.
Schedule maintenance requests with maintenance staff. Hire and coordinate outside vendors for tasks in-house staff cannot perform. Get bids and negotiate contracts for ongoing services such as janitorial and landscaping, and for jobs over $10K.
Schedule ongoing maintenance, such as weekly and monthly landscaping and cleanup of each site.
Maintain accurate records of all work performed at all sites.
Prepare and maintain annual and semi-annual maintenance schedules.
Schedule and perform property inspections. Make sure all vendor work has been completed to a satisfactory standard.
Perform quarterly safety and property inspections at all Encompass program sites. Report any non-compliance and deficiency issues to Directors and follow through until all repairs are completed.
Oversee the timely preparation of apartments for rental (unit turns).
Prepare maintenance inventory data and work order history reports for the property analyst when needed.
Direct maintenance staff in preparing sites for any anticipated agency reviews.
Make sure all staff respond to tenant and staff requests or complaints in a timely, efficient and courteous manner.
Promote good relations among tenants, staff, vendors and the larger community.
Handle after-hours emergency calls as needed and communicate with Directors and staff when health and safety concerns arise.
Oversee the delivery of all other written notices to tenants as needed. Coordinate with property analyst.
Prepare the property update report, including all work performed over $5K, for all HUD board meetings.
Prepare and review annual replacement reserve spreadsheets for all properties. The analyst and Property Manager use these when submitting annual budgets to funders for approval.
Make sure the maintenance key box is kept up to date, keys are logged correctly and keys are secured.
Maintain vendor files, including W-9s, insurance information and, where applicable, independent contractor agreements.
Manage receipt tracking for business cards used by the maintenance team and management.
Lead and conduct safety trainings for the Maintenance Team.
Serve as a member of the Encompass Safety Committee.
Oversee the Spiceworks maintenance modules for work orders.
Track maintenance performance, and handle employee training, performance reviews and annual merit-based salary increases for direct reports.
Assist the Property Manager, Directors and staff with County lease agreements. Oversee the maintenance budgets and requirements for properties leased from the County of Santa Cruz, and the bid process for leased sites.
Work with on-site, maintenance and social service staff to build a healthy community, support communication and achieve property goals.
Be a team player, maintain effective working relationships and communicate professionally with fellow employees, outside agencies and clients.
Respond willingly to staff needs and take direction from the Property Manager.
Work effectively in a culturally diverse workplace.
Be flexible with job duties according to the needs of Administrative Services, and follow Agency policies and procedures.
Other duties as assigned.