Maintenance Dispatcher / Coordinator - Swami International

Please apply by emailing a cover letter and resume to JOBS@SWAMIINT.COM

Maintenance Supervisor/Dispatcher

Reports to: Associate Director of Operations

Department: Maintenance

Supervises: Maintenance technicians 

Employment

Status: Fulltime, Non Exempt

Compensation: $25-$33 / hr, commensurate on experience

Overview: The Maintenance Supervisor schedules, dispatches and oversees the daily operations of a team of maintenance technicians to ensure that maintenance requests are addressed timely and effectively. The Maintenance Supervisor works closely with internal and external partners to develop and implement cost-effective ways to decrease maintenance expenses while maintaining exceptional levels of customer service and quality workmanship. This position will provide weekly reports on the status of maintenance work orders including but not limited to; time and material costs per job. 

Essential

Job Functions:

MANAGEMENT

1. Oversees the day to day activities of the Maintenance and Inventory Control departments;

2. Provide leadership, guidance and training to all direct reports; 

3. Develop policies, procedures and objectives for the departments; 

4. Provides management with input in determining staffing requirements for the maintenance and inventory control departments;

5. Participate in the hiring and firing decisions; 

6. Act as coach and mentor, including conducting coach/counseling sessions and periodic performance appraisals for departmental employees;

7. Act as Maintenance and Inventory Control liaison to other departments;

8. Interface with other supervisory/management personnel to ensure the company’s goals and objectives are met; 

9. Provide leadership and acts as a resource to other departmental managers/supervisors     

MAINTENANCE

1. Directs employees and outside contractors including but not limited to; apartment renovations, service requests, structural repairs, ground maintenance, code, and health violations, and section 8 repairs.

2. Directs and supervises daily activities of the maintenance team, such as planning and preparing work schedules, assigning tasks and delegating work, monitoring progress and workflow, reviewing work for timeliness and accuracy, and appraising work performance. 

3. Collaborates with the maintenance team to determine scope of work, equipment and material required to include but not limited to; studies production schedules and estimates worker hour requirements for completion of job assignment, creates scope of work for each project, tracks and reports all projects, establishes or adjusts work procedures to meet production schedules and suggests changes in working conditions and use of equipment to increase efficiency of work crew.

4. Confirms compliance with all Company National Standards, applicable health, and safety rules and regulations, as well as applicable local, state, and federal laws including but not limited to Section 8, health and code violations, bank inspections, and Asset Management divisions.

5. Ensures resident maintenance issues and repairs are being responded to promptly and professionally and handles escalated maintenance issues. 

6. Ensures excellent customer service to prospective and current tenants, and promotes a quality living experience for all residents. 

7. Reviews, recommends, and implements maintenance and operational process and procedure improvements. 

8. Creates a checklist and schedules preventative maintenance for Fall, Winter and Summer to include but not limited to test smoke detectors, carbon monoxide alarms, inspect replace filter in furnace, inspect wall heater, inspect/repair stove and oven, clean the gutters, inspect the roofs, check and weatherize windows and doors, inspect perimeter for cracks and holes, etc,. 

9. Inspects apartments before and after move-in and move-outs, as well as after the apartment as been turned. 

10. Manages vendor selection and vendor relations, to ensure quality performance. 

11. Obtains bids for work from outside contractors. Assembles analyzes and submits bids to superiors for action, then coordinates work to be performed and oversees and inspects to ensure work is completed to specifications and standards. 

12. Orders and receives supplies, appliances and equipment from vendors as necessary, while staying within a planned budget. 

13. Prepares, executes, and monitors maintenance budget and ensures expense control while regularly reporting variances.

14. Assists Property Supervisors in planning and administering a maintenance budget for their portfolios and report or offers recommendations for community capital improvements or repairs, the development of job specifications, bid acquisitions, contract developments, and negotiations, etc. 

15. Reviews, prepares, and submits property invoices accurately per established guidelines. 

16. Participates in after hours and emergency coverage as assigned by Supervisor. 

17. Promotes and participates in Company-sponsored training programs and ensure subordinate associates participate in all training classes within the required time frame to include but not limited to; fair housing, safety, non-discrimination, and harassment prevention.

18. Responsible for ensuring the timely and accurate submission of timesheets for his/her team. 

19. Prepares necessary documentation for the President and other reports as required in a timely fashion, including but not limited to labor and material costs per job;

20. Increases use of company’s Ace warehouse;

21. Regularly and effectively communicates with fellow maintenance supervisors, maintenance team leaders and other departments, including but not limited to property supervisors, owners, accountants and Ace warehouse. 

INVENTORY CONTROL

1. Oversee development, implementation and use of effective inventory control systems;

2. Approve all new vendor relationships for materials, equipment and supplies;

3. Work with Ace Hardware personnel to research resources to provide cost effective and quality inventory at desired levels.

4. ​​Controlling the flow of supplies and equipment, tracking and analyzing inventory maintenance and developing protocols for loss mitigation

Collateral 

Duties 1.    Perform other tasks and special projects as required.

Requirements:

1. High School diploma or equivalent;

2. Minimum 5 years experience in progressively responsible maintenance positions, preferably including position as maintenance crew lead;

3. Minimum of 3 years of supervisory experience, preferably as a maintenance supervisor;

4. Bi-lingual Spanish preferred; 

5. Proven track record as a leader who can inspire and motivate his/her team to be the best; 

6. Experience in real estate, rental properties or other related industry preferred; 

7. Strong computer proficiency, including WORD, excel and powerpoint, Appfolio and/or other Property management and/or maintenance software;

8. Excellent customer service with the proven ability to manage difficult customers and situations; 

9. Demonstrated experience handling conflict resolution in a tactful and productive manner to include but not limited to focusing on solving conflict and not blaming, maintaining confidentiality and keeping emotions under control while listening to others and accepting feedback; 

10. Excellent written and verbal communication skills to include but not limited to speaking and writing clearly and informatively in positive or negative situations;

11. Ability to interface with all levels of individuals, both internally and externally, in a professional and respectful manner;

12. Must demonstrate cost consciousness and conserve organizational resources while understanding the cost of a unit turn, exterior and occupied maintenance requests; 

13. Team player, with strong work ethic and hands-on experience;

14. Ability to exercise independent judgment and decision making; 

15. Strong organizational and time management skills;

16. Able to work in a fast-paced environment with heavy deadlines; 

17. Must be highly adaptable to meet unexpected changes and delays; 

18. Ability to learn new software and implement use;

19. Some walking, standing, bending required; 

20. Able to lift up to 25 lbs. 

21. Valid driver’s license and good driving record along with auto insurance required.

Qualifications: To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.  The requirements listed above 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.

Please apply by emailing a cover letter and resume to JOBS@SWAMIINT.COM