SUMMARY

The Regional Facilities Coordinator oversees maintenance and upkeep for a portfolio of multifamily communities. This detail-oriented role requires strong property maintenance knowledge, vendor management, and budget administration. Collaborating with Service Managers, the coordinator ensures efficient and cost-effective maintenance aligned with company standards. Excellent communication, interpersonal, and problem-solving skills are essential for supporting maintenance teams and resident satisfaction.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide administrative and logistical support to Service Managers at each property, ensuring that maintenance operations are running smoothly and efficiently.

• Monitor maintenance budgets for each property, track expenses, and identify opportunities for cost savings and efficiency improvements.

• Assist in the procurement of maintenance supplies, equipment, and services, ensuring that each property has the necessary resources to operate effectively.

• Oversee the implementation of preventative maintenance programs, ensuring the long-term value and efficiency of the properties' systems and equipment.

• Maintain accurate records and documentation related to maintenance operations, including work orders, invoices, and inventory.

• Develop and implement standardized maintenance policies and procedures across all properties in the region, ensuring consistency and compliance with company standards.

• Communicate new policies and procedures to Service Managers and maintenance teams, providing training and support as needed.

• Monitor compliance with maintenance policies and procedures, addressing any discrepancies or concerns in a timely manner.

• Assist in the selection and management of vendors and contractors, negotiating contracts and ensuring that services are delivered in a timely and cost-effective manner.

• Maintain a database of approved vendors and contractors, ensuring that all vendors meet the company's standards for quality and reliability.

• Monitor vendor performance, addressing any issues or concerns in a timely and professional manner.

• Communicate effectively with Service Managers, maintenance teams, and other stakeholders, providing updates on maintenance operations, challenges, and opportunities.

• Foster a collaborative and supportive relationship with Service Managers, providing guidance and support as needed.

• Collaborate with other departments, such as property management and resident services, to ensure seamless communication and coordination of services.

• Prepare regular reports on maintenance operations, including key performance indicators (KPIs), budget performance, and vendor performance.

• Analyze maintenance data to identify trends, challenges, and opportunities for improvement.

• Provide recommendations to the Regional Property Manager or Director of Facilities on strategies to enhance maintenance operations and reduce costs.

SKILLS AND EXPERIENCE

• Bachelor's degree in Facilities Management, Business Administration, or a related field preferred.

• 10-15 years of multifamily experience; Mid and high rise experience

• Experience in a multifamily environment is highly desirable.

• Ability and willingness to travel regularly throughout the assigned region to support multiple communities.

• Strong understanding of maintenance procedures, vendor management, and budget administration.

• Excellent communication, interpersonal, and organizational skills.

• Proficiency in Microsoft Office Suite and other relevant software applications.

• Ability to work independently and as part of a team.

• Ability to prioritize tasks and manage time effectively.

• Strong problem-solving and decision-making skills.

• Must have a valid driver’s license with no major infractions in the last 12 months.

ADDITIONAL CONSIDERATIONS FOR LUXURY COMMUNITIES

• Possess a deep understanding of the discerning tastes and expectations of ultra-high-net-worth individuals and a proven ability to foster a sense of exclusivity and personalized service.

• Eloquence to showcase the unique features and custom amenities of an upscale community, highlighting its exclusivity and personalized services.

• Maintain an impeccable personal presentation and project a polished, professional demeanor that reflects the sophisticated ambiance of the property.

• Demonstrate expertise in the maintenance and upkeep of a luxury community, upholding the highest standards for a discerning clientele.

REGIONAL LAWS AND REGULATIONS

The Regional Facilities Coordinator must be knowledgeable of and comply with all applicable state and federal laws and regulations, including Fair Housing laws, landlord-tenant laws, and privacy laws. Specific regional considerations include:

• Arizona: Arizona Residential Landlord and Tenant Act

• California: California Tenant Protection Act of 2019

• Colorado: Colorado Warranty of Habitability

• Florida: Florida Residential Landlord and Tenant Act

• Georgia: Georgia Landlord-Tenant Handbook

• North Carolina: North Carolina Residential Rental Agreements Act

• South Carolina: South Carolina Residential Landlord-Tenant Act

• Utah: Utah Fit Premises Act

• Tennessee: Tennessee Uniform Residential Landlord and Tenant Act

• Virginia: Virginia Residential Landlord and Tenant Act

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is often exposed to outside weather conditions. The noise level in the work environment is usually moderate.

This job description is intended to provide a general overview of the Regional Facilities Coordinator role. The specific duties and responsibilities may vary depending on the needs of