Lead Maintenance

General Purpose:

The Lead Maintenance has primary responsibility for the physical integrity of each community. Lead Maintenance are responsible for supervising the maintenance team, scheduling service requests, preparing apartments for occupancy, monitoring safety standards, and completing ongoing maintenance projects for the community. Lead Maintenance are expected to facilitate and achieve optimum performance in the following areas:

  • Hire, train, and develop maintenance staff.
  • Manage service request processes.
  • Lead exterior and common area maintenance and capital improvement projects.
  • Coordinate the preventative maintenance program.
  • Direct make-ready processes.
  • Oversee the maintenance shop and inventories.
  • Coordinate risk management, emergency procedure, and safety programs.
  • Ensure resident satisfaction.
  • Partner effectively with on-site associates, associates from the corporate offices, ClearWorth sister communities, competitors, and vendors.
  • Coordinate and execute special projects and assignments as requested.

Essential Functions:

  • Hire, Train, and Develop Staff:
    • Partner with the Property Manager to recruit, interview, hire, and supervise the maintenance staff.
    • Submit new hire paperwork to Human Resources and register new associates for New Hire Orientation in a timely fashion.
    • Provide on-going job skills training and coaching for associates and ensure proper code and company compliance. Demonstrate willingness to promote advancement by encouraging cross-training.
    • Ensure associate participation in company-wide training programs and provide coaching to help facilitate the transfer-of-training to the job environment.
    • Formally evaluate associate performance at least once annually per policy. ClearWorth Provide on-going positive recognition or critical feedback to associates to assist them with achieving personal and community goals.
    • Counsel associates for performance improvement.
    • Partner with Human Resources, Regional Manager, and Property Manager to terminate associates when necessary.
    • Motivate staff and implement employee incentive programs.
    • Ensure that all maintenance associates adhere to professional appearance guidelines daily including proper attire, personal grooming habits, and nametags.
    • Facilitate a daily “pre-shift” meeting with the maintenance team to discuss issues or concerns from the previous day, follow-up, and focal areas for the day.
    • Meet daily with the Property Manager to review maintenance issues and make-ready status. Communicate all maintenance concerns and action plans.
    • Participate in a weekly staff meeting with all on-site associates.
    • In conjunction with the Property Manager, review and approve time and attendance and leave requests for maintenance staff.
    • Monitor overtime per ClearWorth policy.
  • Manage Service Request Processes:
    • Schedule and complete service requests and ensure a response within 24-hours.
    • Actively participate in performing service requests and troubleshooting.
    • Coordinate and monitor the quality of work performed by maintenance team members, vendors, and contractors.
    • Close out completed work orders daily within OneSite and return service request paperwork to the leasing office for filing
    • During business hours, assist with unlocking apartment doors for residents who are locked out. Verify the resident’s identity by asking to see a government-issued photo I.D. and check it with a resident apartment roster.
    • Check key log and/or Key Trak daily. Ensure all keys are accounted for at the end of each day.
    • Schedule and participate in daily on-call coverage during non-business hours. Ensure coverage on weeknights and weekends.
    • Effectively manage expenses and stay within budgetary guidelines.
    • Turn in all maintenance equipment receipts to the Property Manager as spending occurs.
  • Lead Exterior and Common Area Maintenance and Capital Improvement Processes:
    • Walk common areas daily before 10 AM, coordinate service requests, and ensure immediate response and completion.
    • Regularly inspect buildings, landscaping, parking lots, breezeways, sidewalks, lights, signage, playgrounds, pools, etc. and alert Property Manager of problem areas.
    • Conduct grounds inspection and segment out the property for trash pick-up daily.
    • Oversee lawn maintenance, landscaping, and irrigation vendors and ensure property curb appeal is maintained. Schedule a monthly meeting with the landscaping contractor to review landscaping quality.
    • Oversee and troubleshoot maintenance of pools, spas, and amenities.
    • Monitor trash disposal program and enforce trash standards on property.
    • Maintain and coordinate repairs on access gates.
  • Coordinate the Preventative Maintenance Program:
    • Establish and maintain schedules for interior PM measures such as quarterly filter and smoke detector checks, coil cleaning, mold inspection, and leak detection.
    • Establish and maintain schedules for exterior PM measures such as light checks, gutter cleaning, tree trimming, gate inspection and lubrication, breezeway cleaning, sand filter changes, etc.
  • Direct Make-Ready Processes:
    • Walk all move-outs after or with the Property Manager to determine scope of work needed.
    • Schedule and coordinate the make-ready of vacant units and maintain unit turn time per ClearWorth policy.
    • Supervise, monitor, and ensure work quality of all maintenance staff, contractors, and housekeeping associates.
    • Actively participate in repairs and the preparation of make-readies.
    • Utilize OneSite reports, checklists, and make-ready boards to maintain accurate lists of newly vacated units and the condition and status of make-readies.
    • Notify Property Manager and leasing staff when units are made-ready and note this in OneSite.
    • Maintain budgetary guidelines for all make-readies. Consult with Property Manager before going over-budget.
    • Inspect quality of made readies prior to a residents moving in.
    • Review each resident’s Move-In Inventory after move-in, schedule necessary service requests, and ensure rapid response and completion.
  • Oversee the Maintenance Shop and Inventories:
    • Assist Property Manager in developing the budget for maintenance supplies and equipment.
    • Ensure that an adequate inventory of parts, supplies, and equipment is available while maintaining budgetary guidelines. Verify inventories monthly and notify Property Manager of needed items prior to placing orders.
    • Utilize approved vendors where possible and minimize retail purchases from Home Depot, Lowes, etc. When retail purchases are made, provide Property Manager with receipts immediately.
    • Maintain Emergency Vendor list for on-call services such as gates, plumbing, major electrical and/or HVAC, tree removal, and mold remediation.
    • Maintain a log of warranty dates for major appliances and HVAC. Ensure that equipment is inspected prior to the end of the warranty period.
    • Maintain MSDS/OSHA/EPA logs in the shop and the office. Keep office and maintenance teams informed of changes or additions in MSDS.
    • Maintain washer/dryer inventory and ensure standards in installation.
    • Maintain adequate inventory and enforce use of personal protective equipment per OSHA standards.
  • Coordinate Risk Management, Emergency Procedure, and Safety Programs:
    • Conduct monthly safety meetings to train both office and maintenance teams on proper procedures. Utilize these meetings to ask about problems and to obtain feedback on better ways of doing things.
    • Ensure that ClearWorth Safety Policies are in effect and maintained.
    • Conduct property inspections to prevent workplace accidents and to promote associate and resident safety.
    • Maintain alarms and fire/life safety equipment.
    • Enforce and monitor key control processes.
    • Immediately report all on-site incidents to the Property Manager by completing an Incident Report Form. Use the form to document damage and/or accidents involving residents and/or employees.
    • Respond rapidly to community emergencies such as major crime, fire, weather-related damages, and serious accidents. Follow ClearWorth Policy regarding notifying the Property Manager, Regional Director, and Risk Management.
  • Ensure Resident Satisfaction:
    • Ensure that residents’ needs are handled with exceptional responsiveness, care, and urgency by all members of the maintenance team.
    • Monitor service requests to ensure timely completion, appropriate follow-up, and resident satisfaction.
    • When work is completed in a resident’s apartment, ensure that maintenance staff provide a copy of the service request with written specifications of the work that was done.
    • When work cannot be completed in a resident’s apartment because parts, appliances, or equipment need to be ordered, ensure that the resident is notified of this and the approximate completion date.
    • Uphold, explain, and facilitate community policies.
    • Participate in all resident retention activities and assist with preparations.
  • Partner effectively with On-Site Associates, Associates from the Corporate Offices, ClearWorth Sister Communities, Competitors, and Vendors:
    • Develop and maintain a respectful, courteous, and helpful rapport with all on-site associates, corporate office associates, ClearWorth sister communities, competitors, vendors, and customers. Respond to requests and inquiries in a timely manner.
    • Read and respond to corporate email, correspondence, and requests per ClearWorth Policy
    • Distribute company information to associates as directed.
  • Coordinate and Execute Special Projects and Assignments as Requested.

    Qualifications/Basic Job Requirements:

    Years of job-related experience:

    2-3 years of hands-on general maintenance experience preferred. Prior experience as a Lead Maintenance or Assistant Maintenance Supervisor or Technician preferred.

    2-3 years of experience in the installation, maintenance, troubleshooting, and repair of building mechanical systems including HVAC, plumbing, and electrical.

    Degree required and area of study:

    High school diploma or General Education Diploma (GED) preferred, or any equivalent combination of education and experience.

    Desired Knowledge, Skills, & Abilities:

    • Read service requests and schedules in English
    • High degree of professionalism and demeanor resulting from previous maintenance experience.
    • Good communication skills in English; ability to also communicate in Spanish is preferred.
    • Good listening skills.
    • Excellent customer service and negotiation skills.
    • Lead, manage, and train others.
    • Effective team player and interacts well with others.
    • Organized and detail oriented.
    • Patient, even-tempered, and works well under pressure.
    • Firm, fair, and consistent.
    • Must have own hand tools.
    • Work with residents, prospects, vendors, and all customers and staff in a courteous, empathetic, and professional manner.
    • Maintains composure and functions during crises or emergency situations.
    • Effective time and project management skills.
    • Read, analyze, and interpret technical procedures and governmental regulations.
    • Write reports, business correspondence, and procedural manuals.
    • Calculate figures and amounts, such as discounts, interest, proportions, percentages, area, circumference, and volume.
    • Read and understand operating statements and budgets.
    • Solve practical problems and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
    • Maintain confidentiality.
    • Follow directions from a supervisor.
    • Understand and follow posted work rules and procedures.
    • Accept constructive criticism.

    Certifications/Specialized Training:

    • Some skill in Microsoft Word and Excel preferred.
    • Knowledgeable in OneSite, Yardi, or other property management software preferred.
    • Required EPA, CPO, HVAC, state, and local certifications.
    • Valid driver’s license and proof of insurance required.

    Physical Demands:

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The associate must be capable of the following:

    • Talking: The ability to clearly communicate policies, procedures, and processes; as well as detailed instructions or information accurately in English. The ability to also communicate in Spanish is preferred.
    • Average Hearing: The ability to hear normal conversations and alarms and to receive ordinary information.
    • Average Visual Abilities: •verage, ordinary visual acuity necessary to prepare or inspect documents or products or to operate machinery. Depth perception is required.
    • Physical Strength:
      • Standing for prolonged periods of time.
      • Walking long distances or for prolonged periods of time.
      • Walking up and down stairs.
      • Reaching and pushing.
      • Climbing ladders.
      • Stooping and crouching.
      • Driving a golf cart.
      • Carrying/lifting to 100 pounds.
    • Repetitive Motions & Dexterity: Regularly requires repetitive motions using the wrists, hands, and/or fingers, including small movements such as typing and picking up small objects.

    Work Environment:

    • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • While performing the duties of this job, the employee is frequently exposed to fumes or airborne particles, and toxic or caustic chemicals.
    • The employee is occasionally exposed to moving mechanical parts, high, precarious places, outside weather conditions (i.e., hot, cold, wet, humid, snowy, or icy), and risk of electrical shock.
    • The noise level in the work environment is usually moderate.
    • The associate is frequently exposed to high-pressure demands to uphold maintenance operations according to budgetary guidelines and resident satisfaction. The associate may receive and have to manage frequent complaints from residents, vendors, and staff.
    • Depending on staffing guidelines, some weekend, evening, on call, and overtime may be required of the associate. Employees may be required to travel for professional training seminars, retreats, and meetings.
    • Employees may work in a pet-friendly environment and be exposed to common household pets in residential units and common areas.