Director of Property Management and Facilities

Description

POSITION TITLE: Director of Property Management and Facilities 

FLSA CLASSIFICATION: Exempt 

REPORTS TO: Senior Director of Housing and Facilities 

POSITION SUPERVISED: Maintenance Team Lead, Property Managers, Senior Service Coordinator 

POSITION OVERVIEW: The Director of Property Management and Facilities is responsible for all facets of owned and leased facilities, including the purchase of office furniture and equipment, cleaning and maintenance services, heating and air conditioning, vehicle maintenance and security systems. The Director of Property Management and Facilities is responsible for the oversight of rental properties and tenants within those facilities, and works closely with the accounting department to ensure communication regarding tenant status changes and accounts. Other responsibilities include acting as primary contact for vendors.   

ESSENTIAL POSITION RESPONSIBILITIES: 

1. Handles personnel matters effectively and consistently with existing policies, including interviewing, hiring, counseling, terminating, and completing annual evaluations for employees. Provides appropriate documentation for activities. 
2. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement within cost constraints. Works effectively with IT for issues related to phones and computer equipment, as well as the repair, purchase and installation of audiovisual equipment. Maintains appropriate furnishings and equipment in conference rooms.  
3. Oversee the internal and external appearance of the facilities and proper functioning of all equipment by arranging for cleaning, maintenance, and refurbishment as needed in consultation with managers and supervisors. Works with vendors, maintenance and janitorial staff to complete these tasks. 
4. Ensures building and property security by maintaining master keys, provides staff training on security systems, and acts as primary 24/7 emergency contact for security vendor. 
5. Reviews and approves office and maintenance supply orders received from departments. Administers the bid process for equipment, supplies, printing, and other facility needs. Setup and maintain supply order platforms, local supply vendors and credit card authorized users list. Supervises the supply inventory process with Maintenance Team Lead and Front Desk Lead.  
6. Acts as the main point of contact with landlords for facilities needs such as, but not limited to the following: Follow up with landlord for quotes, work status, invoicing & general liability insurance certificates. Keeping historical records of quoted work, completed projects, warranty of work and data base of general liability insurance for vendors providing services.  
7. Schedule and ensure Fire Marshal Inspections are completed on time. 
8. Acts as the primary contact for General Liability insurance provider. Collects and provides information in cases of accidents on, or damage to, Association property and vehicles (excluding Workers Comp claims). Provides information and referral when needed for filing claims. 
9. Proactively completes safety and security inspections and assists in coordinating fire/tornado drills for all Association properties to meet government requirements and reduce risk to Association and employees. Actively involved as the Safety Officer for the Association. 
10. Responsible for approving timesheets and ensuring correct programs are charged. Approves time off requests, mileage reports, and expense reports in accordance with MHA policy. Monitors program expenditures and reviews program budget monthly with leadership. 
11. Issues keys, key cards and alarm codes as appropriate. Maintains key database, Manages security alarm software. 
12. Special facility, property or operations project assigned as requested.  
13. Oversees records for OSHA including MSDS sheets as needed at all facilities. 
14. Oversees the HUD properties, ensuring files and records are consistent with HUD guidelines. 
15. Ensures Housing Assistance Payments (HAP) are submitted by the 10th of each month for all properties.  
16. Coordinates NSPIRE and Management Occupancy Reviews (MOR) and ensures all programs meet HUD standards. 
17. Assist with developing budgets for all rental properties, ensures expenses are in line with budgets. 
18. Participate in trainings to obtain and maintain certifications necessary for managing HUD programs. 
19. Serve as MHA representative to housing committees, conferences, collaborating with the development of new housing and service provision within housing. 
20. Assists with requests and processes of rental increases, meeting HUD guidelines. 
21. Assist with completing and submitting vacancy supplement, replacement reserves and residual receipts to HUD. 
22. Maintain reports in TRACS, foll