COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

 

SUMMARY OF THE POSITION:

This position is a site-level position requiring advanced critical thinking, communication, and planning skills as well as practical knowledge in a variety of technical areas pertaining to facilities. This role is also supervisory over assigned projects and personnel performing such projects.

 

The Facilities Manager in conjunction with the Assistant Vice President/ Regional Manager and Client, will develop, implement, and update policies and procedures related to preventive maintenance and custodial services for the entire maintenance and custodial team. The Facilities Manager will also be responsible for project management or completion as assigned by the Assistant Vice President. Regional Manager, in coordination with the Client. This position will provide project management for maintenance and capital projects which exceed the expertise and/or availability of onsite property management staff and Property Managers. Oversight of projects involving structural modification, hazardous material abatement, or widespread relocation of resident households will involve consultation with subject-matter experts and properly licensed individuals. The involvement of such experts and hiring of any third-party project managers will be determined in collaboration with the Assistant Vice President /Regional Manager and Client.

 

The Facilities Manager will inspect the work performed by vendors and other maintenance staff, and assist with conducting safety trainings and inspections. Also be responsible and assist the on-call/ afterhours emergency for the maintenance staff in the SRO buildings. This position requires an emphasis on safe work practices, sustained physical effort, trouble shooting, problem solving, attention to detail, customer service and time management.

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

PRIMARY JOB FUNCTIONS

Preventive Maintenance

• Periodically reviews preventive maintenance plans/schedules to confirm they are consistent with Client goals and for achieving the maximum useful life out of building systems, fixtures and finishes.
• Trains staff on best practices and company and Client expectations.
• Makes recommendations to Assistant Vice President/ Regional Manager/Client for outside contractor involvement when
• Solicits and analyzes contractor bids for preventive maintenance and repair and replacement contracts that exceed the expertise of onsite staff and makes recommendations to the Assistant Vice President/ Regional Manager/ Client.
• Assists with development of periodic checklists and task lists.
• Assist Regional Manager and Property Manager to identifies best practices for daily, weekly and monthly janitorial work and routine maintenance tasks in common areas and trains staff as needed.
• Informs Assistant Vice President and Regional Manager of observed deficiencies during site visits and provides direct guidance to the Property Managers and maintenance personnel on correcting the deficiencies.

Inspections and Reports

• Performs annual physical inspection of each of Client location, including inspection of all common areas, grounds, building exteriors, mechanical areas and vacant units. These inspections may be performed separately or simultaneous with quarterly inspections performed by onsite staff to observe their methods and provide education.
• Conducts Facility Condition Assessment (FCA) at each property on an annual basis.
• Submits inspection data to Client and Regional Manager for capital planning Identifies hazards and UPCS deficiencies observed while onsite.
• Inspects work of vendors to verify quality and completion in accordance with the contract or accepted proposal.
• Inspects all newly constructed or newly-rehabbed units as well as those restored after a casualty loss upon completion by contractor before hand-off to Identifies and communicates all punch list items to project manager.
• Collects and organizes data from onsite staff to provide Client reports as requested.
• Explore options of software to retain instructional knowledge of facility aspects.
• Explore options for implementing cost-saving measures in response to rising electricity expenses across the portfolio.
• Explore other options for utility monitoring and benchmarking.

Project Management

• Supports Assistant Vice President, Regional Manager and Client with developing or identifying the appropriate scope of work for bidders for small projects on an as needed basis (e.g.: individual unit repairs, projects under $10,000, routine replacements).
• Identifies and manages projects that can be performed “in-house” versus those that require outside
• Prepares the scope of work for mid-size and large projects (between $10,000 and $100,000), with or without vendor assistance, within the employee’s level of expertise.
• Solicits quotes for scope preparation by a qualified professional for projects requiring engineering, architecture, hazardous material removal or widespread relocation (determined in conjunction with the Regional Manager and Client).
• Identifies qualified vendors in cooperation with Assistant Vice President, Regional Manager and Client and hosts bid meetings and walk-throughs.
• Oversees assigned capital and maintenance projects from commencement through completion, monitoring progress and inspecting final work.
• Meet delivery deadlines established in cooperation with Regional Manager and Oversees assigned casualty loss repairs in coordination with Assistant Vice President/ Client and Client’s insurer.

Safety

• Practices safety precautions and is safety conscious at all
• Knows which personal protective equipment (PPE) is required for each task and can train on proper use in accordance with JSCo Informs the Assistant Vice President/ Regional Manager when site employees do not adhere to such policies.
• Ensures that onsite staff and contractors adhere to all JSCo safety requirements, and that proper documentation of safety plans, Safety Data Sheets and necessary PPE is present before and during each assigned project.
• Addresses observed unsafe conditions and safety errors directly with onsite employees immediately upon observation. Provides training and guidance if necessary.
• Conducts and/or participates in required monthly safety

OTHER JOB FUNCTIONS

• General knowledge of OSHA and Cal/OSHA regulations pertaining to worker protection and an understanding of how to locate the current applicable regulations.
• Knowledge of the principles, practices, tools and materials used in one or more building trades, such as: carpentry, plumbing, electrical, HVAC systems, appliance repair, painting, drywall, plaster, concrete, hardware and locks, fire protection systems, security systems, irrigation and
• Ability to perform maintenance and repairs in one or more trades listed above.
• Skilled in the use and care of common hand tools required in building and equipment maintenance and construction work.
• Knowledge of precautions and safety procedures for ACM/LBP in pre-1981 housing.
• Knowledge of proper disposal of hazardous materials, electronic and universal Knowledge of water and energy conservation and recycling practices.
• General knowledge of HUD Uniform Physical Condition Standards and Federal Housing Quality Standards
• General knowledge of building codes pertaining to multifamily Ability to read and understand construction drawings.
• Ability to follow oral and written instructions.
• Ability to establish and maintain effective working relationships with other employees, tenants and the general public.
• Ability to assign duties and supervise subordinate employees if necessary.

MINIMUM QUALIFICATIONS

Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.

KNOWLEDGE

Policies and Regulations — Knowledge of diverse housing policies and programs, federal, state and local laws, government regulations and agency rules that pertain to properties managed.

Management of Personnel Resources — Knowledge of principles and procedures for legally identifying the best people for the job, hiring, motivating, developing, and directing people as they work.

Management of Financial Resources — Knowledge of economic and accounting principles and practices for creating a realistic budget, banking, understanding financial reports and the ability to use mathematics to solve problems.

Sales and Marketing — Knowledge of principles and methods for showing, promoting, and selling services. This includes marketing strategy and tactics, and sales techniques.

SKILLS

Business and Management Principles - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Problem Sensitivity/ Deductive Reasoning — Ability to tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense.  Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems and considering the relative costs and benefits of potential actions to choose the most appropriate one.

Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.      

Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally.

EXPERIENCE

• A minimum of six years of Property Management is needed.  Previous experience in managing affordable housing is desired.
• Previous experience planning, scheduling, and completing major projects with minimum guidance with demonstrated experience in problem identification, analysis, recommendation of options and development of logical and workable solutions is critical.
• Demonstrated experience in preparing and completing budgets for property management and financial analysis with sound recommendations.
• Proven record of providing excellent internal and external customer service and diplomacy.
• At least ten years’ experience in personnel supervision, training, and evaluation.
• Demonstrated ability to support and develop diverse staff and resident environments.
• Demonstrated knowledge of Microsoft Office programs such as WORD, EXCEL, and OUTLOOK.

 

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

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. 

• This position deals with outside personnel such as residents and clients on a regular basis with contact in various forms such as in person, phone and email.
• The location of the position changes frequently from indoors to outdoors as site visits are necessary. However, extreme environmental conditions do not exist.   
• It is sometimes necessary to deal with unpleasant or angry people with the need to problem solve difficult situations.
• It is necessary to adapt to a frequently changing environment.
• Sitting and standing is as needed.

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $50 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

 

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws.

The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.