Superintendent

POSTGRADUATE CENTER FOR MENTAL HEAL•New York, NY

13d•$65,000 - $70,000•Onsite

About The Position

JOB SCOPE: The Superintendent serves as the on-site operational leader, responsible for ensuring the safe, compliant, and efficient operation of an assigned residential building. Acting as the primary technical and operational authority, the Superintendent is expected to work independently, exercise sound judgment, and respond promptly and effectively to issues impacting safety, habitability, or overall building performance. Key areas of responsibility include maintaining building systems' integrity; executing preventive maintenance; leading emergency response efforts; ensuring regulatory readiness and compliance; coordinating vendors and service providers; managing work orders and maintaining accurate documentation; and overseeing the building's daily operational and administrative control. ESSENTIAL FUNCTIONS: Building Systems Ownership The Superintendent is responsible for maintaining and safeguarding: Plumbing systems Minor electrical systems (within scope) Boiler and heating systems PTAC/HVAC units Fire alarm and life safety systems Doors, locks, and hardware Common areas and building perimeter The Superintendent must: Independently perform routine plumbing and minor electrical repairs Conduct initial heating system diagnostics prior to vendor escalation Identify system vulnerabilities and proactively address risk conditions Prevent system failures through early detection and intervention Preventative Maintenance & Building Condition Develop and maintain a structured preventative maintenance schedule Track completion of recurring maintenance (monthly, seasonal, annual) Conduct regular inspections of mechanical spaces, common areas, and exterior conditions Maintain organized, code-compliant mechanical rooms Ensure the building remains inspection-ready at all times Identify recurring issues and implement corrective strategies Preventative maintenance execution and building condition are primary performance metrics. Emergency Response & On-Site Accountability The Superintendent is responsible for emergency response within their assigned building. This includes: Loss of heat Active water leaks or flooding Electrical hazards Fire alarm or life-safety system issues Severe weather impacts Critical operational disruptions The Superintendent must: Take immediate containment action Assess whether on-site response is required and report when necessary Perform initial diagnostics and stabilization efforts Escalate appropriately to leadership and vendors Document all actions taken Failure to respond appropriately or timely to urgent conditions may constitute performance deficiency. Work Order Management & Administrative Control The Superintendent is responsible for full ownership of the work order process, including: Timely response to all maintenance requests Maintaining visibility over all open and pending work orders Prioritizing work based on safety, risk, and operational impact Closing work orders within established timeframes Ensuring 100% documentation completeness in closed work orders All work orders must include: Clear problem description, actions taken, materials used, outcome and verification, photos where required The Superintendent must actively manage backlog and prevent accumulation of unresolved work. Daily Operations Management & Task Prioritization The Superintendent is responsible for managing daily building operations, including: Structuring and planning daily workflow Prioritizing competing demands (emergencies, work orders, vendors, inspections) Balancing reactive and scheduled work Coordinating access with tenants, staff, and vendors Ensuring operational continuity throughout the day The Superintendent must demonstrate the ability to operate independently without requiring step-by-step direction. Vendor Coordination & Oversight The Superintendent shall: Schedule vendors efficiently and confirm access in advance Coordinate tenant access and site readiness Verify Certificates of Insurance (COIs) prior to work Confirm completion and quality of vendor work Escalate major repair recommendations to leadership Track vendor performance and report issues The Superintendent may not authorize major capital repairs without leadership approval. Communication & Reporting Discipline The Superintendent must: Provide clear and timely updates to supervisors Communicate status of ongoing work, delays, and escalations Draft building notices (water shutdowns, maintenance alerts, emergency notices) Maintain professional written and verbal communication Failure to communicate issues or delays is considered a performance failure. Digital Systems & Administrative Tools The Superintendent must demonstrate competency in: Work order systems (e.g. RealPage) Email communication (Outlook) Team communication platforms (Microsoft Teams) Basic tracking tools (Microsoft Planner, Excel, calendar, checklists, etc.) The Superintendent must: Document all work digitally and accurately Track tasks and recurring responsibilities using systems (not memory) Communicate updates through appropriate platforms Maintain organized and accessible records Ability to use required systems will impact performance evaluation. Inventory, Supplies & Operational Controls The Superintendent is responsible for: Maintaining appropriate stock of essential supplies Establishing and monitoring par levels Ordering supplies before stock depletion Verifying receipt of materials and services Supporting invoice validation Maintaining key control discipline

Requirements

High School Diploma or equivalent required; technical or vocational training in building maintenance or a related field preferred
Minimum of five (5) years of experience in multi-unit residential maintenance or a Superintendent-level role required
Demonstrated competency in plumbing, minor electrical work, and heating/boiler systems required
Proven experience responding to building emergencies and executing preventative maintenance programs required
Experience utilizing work order/property management systems and coordinating vendors required

Nice To Haves

Familiarity with regulatory and compliance standards (DOB, FDNY, HPD) strongly preferred

Responsibilities

Maintaining building systems' integrity
Executing preventive maintenance
Leading emergency response efforts
Ensuring regulatory readiness and compliance
Coordinating vendors and service providers
Managing work orders and maintaining accurate documentation
Overseeing the building's daily operational and administrative control
Maintaining and safeguarding plumbing systems
Maintaining and safeguarding minor electrical systems (within scope)
Maintaining and safeguarding boiler and heating systems
Maintaining and safeguarding PTAC/HVAC units
Maintaining and safeguarding fire alarm and life safety systems
Maintaining and safeguarding doors, locks, and hardware
Maintaining and safeguarding common areas and building perimeter
Independently perform routine plumbing and minor electrical repairs
Conduct initial heating system diagnostics prior to vendor escalation
Identify system vulnerabilities and proactively address risk conditions
Prevent system failures through early detection and intervention
Develop and maintain a structured preventative maintenance schedule
Track completion of recurring maintenance (monthly, seasonal, annual)
Conduct regular inspections of mechanical spaces, common areas, and exterior conditions
Maintain organized, code-compliant mechanical rooms
Ensure the building remains inspection-ready at all times
Identify recurring issues and implement corrective strategies
Take immediate containment action
Assess whether on-site response is required and report when necessary
Perform initial diagnostics and stabilization efforts
Escalate appropriately to leadership and vendors
Document all actions taken
Timely response to all maintenance requests
Maintaining visibility over all open and pending work orders
Prioritizing work based on safety, risk, and operational impact
Closing work orders within established timeframes
Ensuring 100% documentation completeness in closed work orders
Structuring and planning daily workflow
Prioritizing competing demands (emergencies, work orders, vendors, inspections)
Balancing reactive and scheduled work
Coordinating access with tenants, staff, and vendors
Ensuring operational continuity throughout the day
Schedule vendors efficiently and confirm access in advance
Coordinate tenant access and site readiness
Verify Certificates of Insurance (COIs) prior to work
Confirm completion and quality of vendor work
Escalate major repair recommendations to leadership
Track vendor performance and report issues
Provide clear and timely updates to supervisors
Communicate status of ongoing work, delays, and escalations
Draft building notices (water shutdowns, maintenance alerts, emergency notices)
Maintain professional written and verbal communication
Document all work digitally and accurately
Track tasks and recurring responsibilities using systems (not memory)
Communicate updates through appropriate platforms
Maintain organized and accessible records
Maintaining appropriate stock of essential supplies
Establishing and monitoring par levels
Ordering supplies before stock depletion
Verifying receipt of materials and services
Supporting invoice validation
Maintaining key control discipline