Job Description

Regional Facilities Manager

Job Purpose:

As the first point of implementation for most maintenance directives, the Regional Facilities Manager is responsible for executing maintenance standard operating procedures (SOPs), providing field support, training, and leadership. This individual must understand maintenance operational directives and implement them in alignment with company standards and goals.

The Regional Facilities Manager will work closely with Regional Operations Managers and the Maintenance Director to fully understand the scope of maintenance initiatives. This role requires a proactive leader who can train, develop, and guide staff while filling organizational gaps as needed. The Regional Facilities Manager is a member of the Senior Management Team and collaborates with leadership to execute company goals, initiatives, and directives.

In addition to the responsibilities outlined below, the Regional Facilities Manager will also fulfill the duties outlined in the Senior Management Job Description addendum.

Reports To: Maintenance Director

Daily Operations

The Regional Facilities Manager will collaborate with Regional Operations Managers to ensure that all day-to-day facilities work is completed efficiently. This role provides direct support to property management teams, working closely with Property Managers and Lead Technicians to uphold maintenance and facility standards.

Responsibilities include:

• Assist maintenance teams in executing complex repairs and projects.
• Provide daily feedback to Regional Operations Managers on facility concerns.
• Monitor and assess maintenance team efficiency and productivity.
• Support onboarding of new properties.
• Oversee daily maintenance operations with a focus on special projects, open work orders, turnover work, and shop conditions.
• Provide weekly reports on open work orders to the Regional Operations Manager.
• Conduct regular property inspections for appearance and maintenance standards, reporting findings and recommendations.
• Support subcontractor oversight and hold vendors accountable for timelines and quality.
• Manage and review MTMS tracking systems, ensuring accurate reporting and follow-up.
• Ensure all maintenance staff use AppFolio according to SOPs.
• Monitor team adherence to company policies and the chain of command.
• Support strong collaboration between Lead Technicians, Property Managers, and maintenance staff.
• Promote a positive team culture and provide feedback to senior leadership on morale and engagement.
• Review and recommend unit upgrades and improvements based on condition and market demand.
• Maintain accountability for key management procedures.
• Attend morning meetings and provide updates to the Regional Operations Manager.
• Ensure daily leadership presence across offices and effective end-of-day operations.
• Provide daily updates to ownership, the VPO, Maintenance Director, and senior leadership as needed.

Turnovers

The Regional Facilities Manager plays a critical role in organizing and executing turnover work. They will work with Regional Operations Managers and property management teams to ensure all turnovers are completed according to company SOPs.

Responsibilities include:

• Review turnover charts and schedules, assisting Property Managers with vendor coordination.
• Communicate with subcontractors to ensure timely completion and quality control.
• Guide Property Managers and Lead Technicians through vendor procurement and contracting processes.
• Audit completed turnover work to ensure SOP compliance and quality standards.
• Provide active oversight of campus turnover processes.
• Support completion of non-24-hour turnovers and ensure units meet company standards before move-in.

Disaster Management

• Support the Maintenance Director in executing disaster response protocols.
• Provide directives to staff and subcontractors in coordination with leadership.
• Communicate with property and disaster response teams to ensure safety and swift resolution.

Maintenance Shops & Inventory

• Monitor shop organization, cleanliness, and safety.
• Conduct audits and follow up on any deficiencies immediately.
• Manage execution of the company’s inventory system according to SOPs.
• Schedule quarterly and annual inventory reviews and report findings to senior leadership.
• Identify opportunities for cost savings and improved efficiency.

Snow Removal

• Oversee all snow removal operations to ensure safety and adherence to SOPs.
• Conduct preseason audits of equipment and supplies.
• Lead annual snow removal meetings with leadership and maintenance staff.
• Coordinate team schedules and ensure timely execution during snow events.
• Participate in snow removal when necessary and ensure proper equipment maintenance.

Large Projects

The Regional Facilities Manager oversees large projects and capital improvements across portfolios. Working with the Maintenance Director, they ensure projects are completed to company standards and within budget.

Responsibilities include:

• Manage subcontractor bidding, vetting, and contract compliance.
• Review and approve material procurement for projects.
• Maintain communication between property teams, technicians, and vendors.
• Ensure project completion is documented in AppFolio.
• Provide leadership and delegation for project assignments.
• Monitor timecards, PTO, and comp time for assigned employees.

Staffing

• Collaborate with Regional Operations Managers to assess workload and staffing needs.
• Ensure maintenance coverage during absences or staff transitions.
• Coordinate after-hours dispatch coverage and participate as an on-call supervisor when needed.
• Fill in for vacant Lead Technician roles as necessary.

Training

• Work with the Maintenance Director and HR Director to deliver training programs for maintenance staff.
• Evaluate performance and skill levels to recommend training and development opportunities.
• Conduct group and individual training sessions following company curriculum.
• Promote safety compliance and enforce SOP standards.
• Track and audit all maintenance training records.

Human Resources

• Support a positive culture through daily feedback and employee engagement.
• Provide input on evaluations, corrective actions, and terminations as needed.
• Assist in performance evaluations and development planning for maintenance staff.
• Collaborate with HR and leadership to maintain compliance and support team success.

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