Maintenance Office Manager

Introduction:
Thank you for learning more about Foley Hospitality and the Maintenance Office Manager role. We are committed to being the most experience-obsessed and innovative sports and hospitality management company globally.

Who We Are:
Inspired by Bill Foley’s legacy and passion for sports, wine, and people, Foley Hospitality curates and delivers experiences that our guests cherish, our communities embrace, and our team members celebrate. We have sports teams, wineries, and hotels located worldwide, dedicated to offering exceptional moments.

Purpose (Why the role exists):
The Maintenance Office manager role will support the engineering and maintenance teams across several hotels and wineries in the Sonoma and Napa valleys. This role will provide organizational effectiveness to the two maintenance teams (Sonoma South and Sonoma North) as they strive to ensure the highest level of maintenance and asset protection for their properties.

Properties:

Sonoma North:
• Hotels: 27 North, Farmhouse Inn
• Hospitality Centers: Ferrari Carano, Chalk Hill Winery, Banshee Winery, Roth Winery, Lancaster Estate, and Sonoma Coast Vineyards
Sonoma South:
• Hotels: MacArthur Place
• Hospitality Centers: Chateau St. Jean, Sebastiani, Silverado, Foley Johnson, Merus

Core Tasks (What you are responsible for):

At Foley Hospitality, we are performance-focused; as such, every manager will have clear objectives they are expected to achieve. These objectives are directly linked to three main missions we want our managers to focus on.
• Business: Achieve and sustain profitability and long-term growth.
• Brand: Create experiences guests remember.
• Culture: Be an employer of choice.

The primary responsibilities for this role are outlined below.
Business:
◦ Coordinate and track maintenance tasks and CAPEX projects across all properties. Maintain clear project timelines, documentation, and communication among teams and vendors. Support site access logistics and scheduling to minimize operational disruption during maintenance or renovations. Record expenses to correct property and general ledger accounts per usage/project.
◦ Prepare and maintain detailed and accurate reports on maintenance, work orders, asset tracking, and compliance via the LIMBLE system. Compile data into executive summaries and dashboards for executive and ownership review. Implement standardized workflows for data entry, tracking, and reporting for all properties.
◦ Maintain and keep all permits, certifications, safety records, and environmental records up to date. Always be prepared for inspections by various agencies by having the necessary documents readily available. Support insurance claims and risk management documentation.
◦ Manage vendor relationships, compliance documents, and licenses as required. Ensure that all necessary invoice tracking, expense submittal, contract renewals, and bid processes follow the relevant SOPs.
• Brand:
◦ Help ensure that all our Foley Hospitality properties meet the luxury standards assigned to them and can deliver experiences our guests will remember.
• Culture
◦ Work collaboratively with Foley Hospitality’s maintenance teams and third-party vendors to ensure that our values are adhered to and our objectives are achieved.

Cultural Values (How we work):
Your success with us is about what you do and how you do it. Our ‘how’ is guided by our core values.
• Have Integrity. We seek people who are humble and demonstrate high character.
• Be Entrepreneurial. We value innovation and resilience in our team members.
• Be a Team Player. We appreciate people who are inclusive and ready to support others when needed.
• Always be advancing, never retreating. We want people who are committed to constant growth and always strive for excellence.
• Be Engaged. We want people who will be actively invested in making Foley Hospitality successful.
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Leadership Expectations (How we take care of our people and meet our objectives)
As a manager, it is important that you understand our expectations of you. We gauge your performance based on meeting these expectations, which include living and leading our values and your ability to achieve your objectives.
• Lead by Example: We live our values, act like an owner, and represent the Foley family positively and proudly.
• Build Winning Teams: We select the right people for the right roles, onboard them so they connect with our brand and teams, and connect with and care for those we lead.
• Enable & Empower: We communicate, train, and support our people to be their best, and we trust them to make the right decisions.
• Elevate Performance: We set clear expectations regarding what we do, inspec