Manager Maintenance

Job Overview:

Date: 2024

: Manager of Maintenance

Reporting to: Executive Director

Days of Work: Monday through Friday

Hours: 8:00 to 4:00

On Call: Monday through Sunday

Note: Maintenance Staff are on site first responders

Annual Salary: $85,000-95,000

Benefits: Employer paid full benefit package including a matching RRSP program. Parking provided in downtown Yaletown. Due to a vulnerable tenant population a criminal records check is required. Current and future COVID 19 vaccinations required.

Overview

The 127 Society houses 340 low-income people and seniors in three apartment building of 328 units in Vancouver's Downtown South/Yaletown. We are committed to providing tenants with more than simply a roof over their heads. We seek to build community among tenants, and through that, opportunities for personal growth, friendship, and comfort during difficult times.

Our Maintenance Manager is responsible for the management of all building and security systems. Technical certification in one of the fields of plumbing, gas or plant systems management is required or a combination of both experience and courses. Supervision of 5 maintenance and cleaning staff. Manages and co-ordinates all in house repairs and maintenance contracts of our three buildings. Manages the pest control program for all units. Provides contract management for large renovation projects ie. envelope, roof, electrical and life safety systems.

Reporting to the Executive Director, The Maintenance Manager is accountable to ensure that all physical aspects of cleaning, security, fire safety and maintaining and preserving the Societies Buildings are carried out in a timely, professional manner.

The position directs and is accountable for the quality of work of three full time maintenance staff, three cleaners, two security staff and one weekend emergency staff; supervises and oversees work of all outside contractors.

Ensure effective management of all Society properties, including all grounds and buildings, by cleaning, maintaining, and enhancing the physical fabric and surety of the properties conducting preventative inspections and implementing procedural practices and manuals as appropriate.

1. Direct and be accountable for the quality and quantity of the work of all maintenance staff, contractors and suppliers and vendors. This includes scheduling of staff leave, performance management and discipline.

2. Work with the Executive Director to ensure that the budget for building maintenance is developed, managed, and monitored effectively within the Society financial controls policy.

3. Ensure that there are appropriate, understood and effective measures for decision-making in times of emergency, including documenting and posting procedures and training personnel to ensure adherence to policy.

4. Responsible for management and supervision of all Maintenance Staff and

cleaners that provide services to our tenant population including cleaning services.

5. Assists the Executive Director in hiring staff and conducts employee performance reviews.

6. Assists the Executive Director in development and implementation of all policies and procedures, including those related to human resources and tenant relationships, that are necessary to support 127's strategic plan to meet all statutory, regulatory, contractual, and other legal requirements.

7. Assists the Executive Director in development of annual budgets and ensures program expenditures are in accordance with The 127 Society's financial control and administrative procedures.

8. Develops with staff annual goals and objectives consistent with the Budget and the Strategic Plan for approval by Executive Director. Tracks progress and motivates staff towards achievement.

Daily routines include:

Develop and implement daily, weekly, monthly, and annual maintenance and cleaning schedules.

Monitors maintenance schedules by complete walk through of each building and check-off daily report maintenance schedule for each building.

Each morning collects written maintenance requests and meets with each Maintenance staff person and together set priorities and work assignments for the day.

Record all written maintenance requests and schedule completion by/with Maintenance Staff.

Follow-up and inspect repairs completed - co-ordinate deficiencies and repairs if needed.

Co-ordinate and lead weekly maintenance staff meetings. Minutes to be taken by Executive Assistant. To hold daily morning round table discussions with all Maintenance staff.

(OHS) Co-ordinate and lead monthly WCB safety meetings for all staff and ensure minutes are taken and posted.

Work with Executive Director to set up purchase order system and stock systems for all maintenance repairs, cleaning supplies and purchases. To recommend purchases to Executive Director monthly prior to purchase.

Review maintenance invoices and recommend payment to Executive Director. Invoices will be provided to the accountant for preparation of cheques for signature.

On larger maintenance or replacement items that are part of the replacement reserve - request three quotes and make recommendation for replacement and purchase to Executive Director.

To monitor monthly maintenance contracts to ensure work is being performed as per contract

Ie. Garbage, elevator, fire safety, mechanical, heating, generator, pest control, laundry

To complete move in inspections with new tenants and have signed by new tenant.

To complete move out inspections with tenants that have given notice to leave and have signed off by tenant and noting any deductions from the damage deposit. To provide to Executive Director for return of damage deposit as per RTA - Residential Tenancy Act.

To coordinate, cleaning, painting, flooring and repairs on vacated units.

Inspect and write up inspections reports once per year on each unit in all three buildings in partnership with maintenance staff and Manager of Tenant Services/Community Workers. For needed repairs to develop and provide spreadsheets and scheduling to Executive Director.

Develop maintenance plans following inspections have required maintenance and repairs completed within established budgets and timelines.

Work with engineers/consultants, architects, and Executive Director in public tender process for large retrofitting contracts. Take part as a lead team member of tendered projects.

Ensure that all tenant concerns outside of maintenance are directed and forwarded to Community Workers and Manager of Tenant Services.

To maintain a log of lost keys and replacement keys and provide to Executive Assistant.

To monitor weekly back-up of door entry system for all buildings.

Works with the Executive Assistant in maintaining master, common area and suite key systems for all three buildings.

Prepare and co-ordinate entry repair notices with Community Workers as per the Landlord and Tenancy Act.

Write up specification and obtain quotes on non-emergency items by sub-trades.

Inspect work completed by sub-trades and recommend for payment.

Provide monthly written report to Executive Director on maintenance of all buildings.

Assist Executive Director in the development of training plans with all maintenance staff and will be responsible for monthly monitoring and reporting to the Executive Director.

Complete quarterly evaluation of all full-time and relief staff.

Monitoring and maintain good tenant relations by both full time and weekend Maintenance and Security Staff.

Co-ordinates pest treatment plans. Accompanies Pest Control Contractor on pest inspections.

Works with Maintenance staff on scheduling of tenant pest treatments

Coordinates tenant bed bug suite preparation and manages bed bug heat room treatments. Maintains monthly unit statistics for all units on bed bug infestations and treatments.

Develops, documents, and manages an Emergency Preparedness Program and disaster planning including Fire drills and upkeep of current supplies.

Fire drills for each building to be coordinated and completed twice per year for each building.

Advises Executive Director of any safety, security or potential liability issues including but not limited to RTA (Residential Tenancy Act) or Human Rights.

Maintains professional relationships with government contacts, funding sources, volunteers, partners and community groups.

Performs other related duties assigned by the Executive Director

Qualifications:-

Extensive experience in Management and supervision; tendering of contracts and major repairs, contract administration experience including budget planning and monitoring. Hands on experience in setting up and maintaining routine and annual maintenance schedules and contracts in multi-unit residential buildings. Working knowledge of DDC computer systems.

Certification in plumbing, construction, maintenance or engineering or combination of courses and experience.

Current and future COVID 19 Vaccinations required

Knowledge of building mechanical and plumbing systems.

Excellent management and supervision skills

Ability to establish and maintain effective communication with clients and staff

Ability to communicate effectively both verbally and in writing

Knowledge of the Residential Tenancy Act (RTA)

Computer skills - word and excel

Physical ability to carry out the duties of the position

Due to our vulnerable tenant population a Criminal Record check is required

Job Type: Full-time

Pay: $43.00-$49.00 per hour

Expected hours: 37.5 per week

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Work Location: In person

Expected start date: 2024-06-15