Director of Facilities & Maintenance

  • Bellwether Housing
  • Remote during COVID-19
  • Jul 27, 2020
Full time Director Facilities Nonprofit-Social Services Real Estate

Job Description

The Director of Facilities & Maintenance is a dynamic, thoughtful leader who views maintenance as an investment and creates an environment that inspires a high level of service to provide high-quality homes for residents. The Director has a collaborative leadership type, builds strong relationships, and builds bridges across the organization. The Director is focused on establishing a solid team with a culture of continuous learning that generates career options for the members of the team. In this role, the Director is required to be a transparent, strong communicator who conveys compassion and interacts with humility. The Director must inspire others into action and think creatively about solutions that support residents and the neighborhoods where our properties are located. The Director leads and helps advance the facilities and maintenance functions by identifying and investing early in the people, systems and processes to prepare for significant organizational growth over the next five years. 

The Director is responsible for effective in-house systems for planning and implementing day-to-day maintenance of Bellwether’s 31 income-restricted apartment buildings with 2,100 residential units and 100k square feet of commercial space located across the greater Seattle area. This includes managing preventive maintenance, capital projects, and collaborating with Housing Developers on new project decisions. This position reports to the Chief Operating Officer and will be a key member of the senior leadership team to inform and advocate for the maintenance team needs. Direct reports include a Senior Maintenance Manager, Maintenance Manager, two Field Supervisors, a Special Projects Lead, and a Maintenance Office Administrator. 

Maintenance Management

• Develop the talent (technical and soft skills) of each maintenance employee; co-constructing performance goals, objectives and development plans, and providing ongoing constructive performance feedback. 

• Advocate for maintenance team; appreciates diversity within the team, including variety of communication styles; build trust and camaraderie across the organization.

• Resident / customer service focus, with understanding of the 24/7 nature of the team of essential employees dealing with emergencies, inclement weather, COVID and working in resident units regularly. Collaborate with Site Managers and Resident Services Coordinators to identify when maintenance should alert those team of issues they encounter when in resident units.

• Identify and drive maintenance management actions to support the acquisition and development of an additional 2,500 units of affordable housing over the next seven years. 

• Demonstrate accountability for maintenance operations, including unit turnover, building cleaning, maintenance, and work order management. Ensure effective systems are in place for managing this work. Implement work order and inventory management functionality in the new enterprise-wide system (Yardi). 

• Develop the annual budget for the department and monitor financial performance throughout the year, investigating discrepancies in budgeted to actual expenses.

• Manage vendor qualification process, including establishing and controlling process for maintaining qualified vendors for key functions to support peak workload, growth, and high unit turn times.

• Develop and evolve department policies, as necessary, to keep abreast of the changing regulations and maintain compliance with local, state, and federal laws. Look for ways to simplify policies and procedures and ensure they are written and communicated in a positive and inclusive manner.

• Provide maintenance expertise to Real Estate Development team when conducting due diligence in property acquisition and in the design of new construction / rehab projects.

• Collaborate with Property Management and safety team on risk management strategies.

• Ensure that emergency, on-call, and inclement weather support is planned and implemented. Participate in formulating and administering policies as well as Safety, Contingency, and Emergency Management plans. 

Facilities Management

• Monitor current building conditions and plan for preventive maintenance and energy efficiency; modify programs as needed to increase efficiency and effectiveness.

• Plan and implement capital repairs/replacements and consult on major rehab of properties in collaboration with Property Management, Real Estate Development, and Asset Management.

• Implement and maintain systems and documentation to track all facilities-related information, including contracts, warranties, service agreements, building plans, systems specifications, and other documentation relating to building maintenance needs.

• Ensure that work identified in Capital Needs Assessments (CNAs) is integrated into departmental work plans and coordinated with Property Management. Maintain working copies of CNAs; manage accessible archiving of work completed in buildings.

• Work with the Property Management, Asset Management, and Real Estate Development teams to ensure the long-term stewardship of Bellwether buildings.

Organizational Leadership

• Drive solutions that increase performance, employee engagement, and maintain a positive work culture, including actions to foster an inclusive and equitable workplace and culture.

• Analyze, prepare, and present insightful facilities and maintenance information for leadership and Board of Directors in support of strategic planning and decision making. 

• Encourage cross-departmental collaboration, personal initiative, accountability, and responsibility, with early work involving collaboration with the IT team on the implementation of an enterprise-wide system (Yardi) and examination of current policies and processes prior to implementation of the new system.

• Collaborate with Real Estate Development on the allocation and prioritization of workload of shared Construction Manager, who will support both existing and new buildings. 

• Collaborate with the Senior Asset Manager on the Critical Asset Planning process designed to identify work required in the near, medium, and long-term to support our portfolio.

• Create and implement business process improvements in advance of new system implementation. Refine work order, inventory management, and unit turnover processes. 

• Lead with an understanding, and desire to deepen understanding, of the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities we serve.

Quality Control & Customer Service

• Create an environment that inspires a high level of service for residents to ensure properties are well maintained to provide high-quality homes for residents. Engage the entire department to ensure that work that has high resident impact is given top priority.

• Build authentic relationships with racially and socio-economically diverse employees and residents we serve. 

• Ensure that when maintenance employees identify an issue indicating a resident needs support, they are communicating with the Property Management and Resident Services.

• Develop, track, and utilize key performance indicators to monitor and communicate the level of performance of the facilities and maintenance functions.

Requirements

Minimum Requirements

We believe that highest performing teams include people from a wide variety of backgrounds and experiences who respectively challenge each other. We are committed to building an open, diverse, and inclusive culture for all employees. We’ve learned from experience that some of the best people don’t always match our requirements perfectly – if you’re interested and think you could be successful in this role, please don’t hesitate to apply. 

Bellwether is committed to becoming an antiracist organization and strongly encourages applications from candidates of color.

• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.  

• Personal or professional experience in anti-oppression work

• Commitment to anti-racism and dismantling institutional and systemic racism

• Personable, approachable, visible, operates with humility, compassion & patience, commitment to equity, understanding of the diversity within the organization, maintenance team, and residents we serve. Excellent communication skills and ability to present to diverse audiences, specifically racially, ethnically, non-native speaking, and socioeconomically diverse communities. Clear communicator; transparent; sets clear expectations and hold themselves and team accountable for meeting expectations.

• Knowledge of building construction & systems and what to look for when you to walk through a building; able to understand the Capital Needs Assessments and provide a critical eye on these reports from outside vendors.

• Bachelor’s degree in facility, property, or construction management or related fields.

• Seven years of leadership experience, with increasing levels of responsibility, in facilities management, building operations, or real estate service with an emphasis on facilities, maintenance, property/asset management with a large multi-location organization. 

• Experience in contract management, developing and managing budgets with excellent financial, vendor, and contract management skills. 

• Track record of affecting strategic change. 

Desired Qualifications

• Formal or informal education about anti-racism, unconscious bias and white supremacy.

• Credential or license in the fields of construction, architecture, or facilities management, with technical knowledge of building systems and products.

• Understanding of regulations and financing restriction associated with rent restricted buildings

• Ability to lead or implement sustainability & “Green” building practices in co-ordination with the Real Estate Development Team for new building development to promote health and well-being of our residents and employees.

• Experience leading energy/utility efficiency strategies for existing buildings.  

Other Position Requirements

• A valid driver’s license is required for this position.

• Candidates selected for this position must pass a criminal history background check prior to employment with Bellwether Housing.

Hours: Monday – Friday, 40 hours per week, flexible work schedule

Compensation: $122,000 - $143,000 per year DOE, benefits

Benefits: Bellwether Housing provides 24 days of PTO in the first year of employment for all employees working over 20 hours per week. We have a 403(b)-retirement plan with immediate eligibility for employee contributions and employer matching after 15 months of service; three medical plans to choose from, one with an employer funded HSA; dental; vision; flexible spending accounts, disability (short- and long-term); employer paid life insurance; and commuter benefits.

Bellwether Housing is an equal opportunity employer. We value diversity, including the diversity of thought and experience. We are committed to building an open and inclusive culture for all employees. We consider all applicants without regard to education, race, ethnicity, national origin, religion, gender, gender identity, sexual orientation, age, skills, and level of experience. All interested candidates are encouraged to apply.