Assistant Facilities Manager - Central Office, Hayward CA

POSITION SUMMARY  

The Assistant Facilities Manager (AFM) will assist the Property Operations in meeting Eden’s mission of maintaining high quality, well-maintained properties throughout its portfolio. Ensures the best use of all its maintenance staff, tools, equipment, systems and resources. Oversee and maintain effective, efficient, and professional management of all Eden properties. Provides the best service possible to its clients (property supervisors, managers, residents, owners and investors) in a way which maximizes profits and meets annual budget projections.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responds to and consults with Property Supervisors when the need for major repairs or costly non-routine maintenance arises at a property.
• Knows the specialized skills and talents of Eden’s maintenance staff.
• Manages Capital Projects at assigned properties.
• Supervises major repairs done by Eden’s maintenance staff; consults with outside resources when necessary to assure compliance with industry standards.
• Assesses current procedures and policies for annual inspections and maintenance.
• Assists Property Managers in drafting scopes of work and preparing budgets for capital improvement and/or maintenance projects.
• As appropriate, solicits and reviews bid packages in conjunction with Property Management to assure comparable proposals.
• Monitors work in process to ensure conformance to contract, blueprints, specifications and company standards, schedule, workmanship and signs off on completion of all projects.
• Coordinates communications between Property Management personnel and others to keep everyone informed of project status.
• Maintains company standards, policies and procedures for maintenance, including those regarding work procedures, annual inspections, scheduling, record-keeping, and reporting, shop inventory, shop organization, and standard costs.      
• Maintains company standards for long-term capital improvement plans, preventative maintenance, and emergency preparedness plans.
• Develops and maintains vendor lists and helps evaluate contractors and vendors for future project selection.
• Maintains standard contracts or contract provisions to assist site staff in proper contracting.
• Assists staff in assessing maintenance-related problems.
• In conjunction with EDEN-U, develops training plans for maintenance technicians. Provides on the job training and educational opportunities for maintenance and janitorial staff.
• Responds to emergency on-call system, as needed, for extenuating circumstances.
• Disseminates ideas for saving costs or improving quality.
• Attends site inspections and ensures that maintenance findings are corrected within established timelines.
• Ensures proper update and maintenance of Safety Data Sheets (SDS) by property staff.
• Ensures that safety precautions, procedures, and proper PPE are undertaken and followed by site staff.
• Assist in reviewing property’s PNAs and render feedback to Asset Management regarding immediate and deferred needs.
• Attend, as necessary, milestone meetings for new and acquired properties.
• Provide feedback to the Development team with regards to necessary landscape, exterior, common area designs in order to mitigate costly repairs.
• Actively participate in our culture of inclusivity.

EDUCATION and/or EXPERIENCE

• 8 years’ experience working in varied construction trades or multi-family property maintenance or facilities;
• Management experience in a senior maintenance or supervisory capacity;
• OR an equivalent combination of education and experience in construction trades or multi-family property maintenance or facilities management. 

PREFERRED SKILLS and/or ABILITIES

• Ability to achieve results for the organization with and through other people, utilizing creative and innovative solutions, conflict management and problem-solving skills.
• Working knowledge of the California Edition of the Uniform Building Code.
• Advanced knowledge of the tools and test equipment associated with the repair and servicing of mechanical equipment.
• Demonstrated ability to anticipate maintenance issues, plan preventative measures and to train others in high quality standards and procedures.

• Ability to adhere to Fair Housing requirements in the performance of duties and responsibilities. 
• Working knowledge of electrical, plumbing, carpentry, painting and refurbishing.
• Ability to write job specifications and scopes of work.
• Knowledge of OSHA regulations.

• Proficiency in the reading of blueprints and schematics.

• Familiarity with HVAC system and various appliances. 
• Ability to oversee, direct, instruct and motivate staff.

• Ability to work under pressure and successfully meet deadlines.

• Ability to work independently and in a team environment, under minimal supervision.

• Ability to communicate and interface professionally and sensitively to staff, board, residents and public.
• Ability to handle shifting and multiple priorities in a fast paced, growth environment.
• Strong communication (verbal and written), decision-making, interpersonal, organizational, administrative, negotiation and conflict resolution skills.
• Flexible, innovative, detail-oriented and well organized.
• Must be able and willing to travel to all company locations to carry out duties and responsibilities.
• Proficient in Word, Excel and database software.
• Experience working with diverse groups, i.e., staff, residents, outside contacts.
• Commitment to the companies’ goals and philosophy.

LANGUAGE, MATH & REASONING SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, government regulations, loan documents, financial reports, regulatory agreements and other legal documents. Ability to respond to inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information to top management, public groups and officials, and/or boards of directors. Ability to calculate figures and amounts such as discounts, interest, proportions, percentages. Ability to produce budgets and analyze financial reports, income statements and perform cost analyses. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk.  Employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.  This job description replaces all previous descriptions for this position.

Eden Housing is an Equal Employment Opportunity Employer. It is the policy of the Organization to provide equal employment opportunity to all qualified individuals without regard to race, color, religion, sex, national origin, age, disability, or any other protected status under applicable laws.