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Maintenance Operations Lead

4 weeks ago

Palm Desert, United States The Management Trust Full time

**The Management Trust**
**Position Title**: Maintenance Operations Lead
**Location**: Palm Desert, CA
**Reporting To**: Division Execuitve Vice President
**Status**: Exempt, Full-Time
**Salary**:Up to $70,000 annually/DOE

**COMPANY PROFILE**:
The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients? needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

**EMPLOYEE OWNER POSITION PURPOSE**:
The Maintenance Supervisor is responsible for ensuring high-quality and timely performance of all work on projects undertaken by Trust Maintenance. This role requires a strong understanding of, and experience with, project management procedures and protocol, a general understanding of basic maintenance and repairs, and applicable state/federal regulations. Key areas of focus include department administration, field services, project management oversight, home checks, bidding, and basic contract / work order preparation, and recordkeeping.

**JOB DUTIES AND RESPONSIBILITIES**:
Job duties would include, but are not limited to, the following:

- **Administration**
- Supervise a team of maintenance staff and all maintenance operations in the local Division.
- Appropriately assign and balance daily workload to technicians based on their unique skills utilizing Field Service software.
- Provide after-hours support for designated office and technicians.
- Review and validate hours worked, completion of jobs, and all sick and time off requests for all technicians for the local Division.
- Market maintenance program to Association customers for recurring monthly maintenance services
- Maintain thorough and accurate records of all maintenance jobs and contracts
- Create and maintain preventative maintenance schedules for customers and coordinate annually with Community Manager for accurate budgeting for the Association
- Review all mileage and expense reimbursements for staff and provide to supervisor timely.
- Understand and document any inventory of company-owned tools and supplies
- **Field Service Work**
- Coordinate the completion of work orders with team as reported from Community Manager representative and/or directly from homeowners, when in align with Association maintenance obligations.
- Set up appointments with clients as needed to review services, bids and maintenance agreements.
- Set up walkthroughs with appropriate stakeholders as needed to complete bids or projects.
- For larger projects, work in coordination with Division Leadership or licensed contractor prior to presenting pricing to customer.
- Order materials for projects, track and report expenses related to specified work orders and client contracts, as needed.
- Coordinate invoices and payments from clients directly.
- Organize invoices and department billing accordingly, send to appropriate department for processing.
- Reconcile all credit card charges with respective job orders / invoices and document in company systems.
- Works with Field Services Coordinator on approved invoices.
- May be required to go on-site and complete minor repairs to common area elements
- **Project Management and RFP Oversight**
- Work closely with Senior Management in issuing RFP, coordinating TRAC coverage, evaluating bids, and developing recommendations for contractor selection to the Board of Directors for consideration and action for large-scale maintenance or capital improvement projects.
- Obtain the Contractor?s Construction Schedule and discuss with Contractor and Management prior to approval and agreement. Inform Management of any changes to the Construction Schedule throughout the Project and report significant changes as they happen.
- Obtain and review contractor and subcontractors licensing and insurance documentation prior to any of them performing work on site.
- Manage the Contractor?s submitted schedule to ensure compliance with milestone and key target dates.
- Receive and review all payment requests for accuracy relative to the work completed on site, ensure that invoicing is not ahead of work progress, and once satisfied, certify and forward Contractor payment requests to Management for processing, after taking all reasonable steps to obtain appropriate and necessary lien releases and otherwise protect the Association against mechanic?s liens throughout the Project.
- Facilitate communication across departments and to homeowners, as appropri

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