Maintenance Manager

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Pomona, CA

Job Title: Maintenance Manager

Location: The Daumier, Western University of Health Sciences

Reports to: Director of Operations and Housing

FLSA Status: Exempt


The Daumier is a residential community located in Pomona, CA. Capstone On-Campus Management (COCM) is responsible for all aspects of operational management for The Daumier. The primary responsibility of the Maintenance Manager is to assist with the administrative and facility management of a student housing community comprised of 4 floors with approximately 305 resident students. Areas of responsibility include, but are not limited to purchasing, inspecting, generating reports, communication with residents, vendors, and other outside parties, and project-based work. 

The Maintenance Manager works collaboratively with the on-site management team to manage resources and facilitate interactions that contribute to a positive living environment for all members of the community. The MM exhibits the willingness and maturity to participate in new experiences, challenge personal values and attitude, and accept feedback.

Essential Duties and Responsibilities

Administrative and Communication Responsibilities

  • Communicate with and support all members of the community – on-site management and residents– to foster a sense of community, ownership, and respect. Maintain respect for the physical environment of the community.
  • Supervise custodian and maintenance staff (under the guidance of the Director). 
  • Correspond with supervisor(s) on a daily basis. Respond to all communication in a timely manner.
  • Provide office and staff support as assigned.
  • Demonstrate, develop, and maintain interactive communication skills including basic counseling skills, understanding of cultural differences and intercultural communications, and basic conflict mediation skills.
  • Be aware and knowledgeable of facility issues and concerns. Inform the supervisor(s) of chronic or unresolved issues. Assist the maintenance team in reporting and repairing maintenance needs.
  • Conduct regular building inspections to assess the status of the building and ensure facility upkeep.
  • Assume responsibility for identifying, reporting, and correcting safety and security concerns; educate residents about safety and security measures.
  • Serve as an ambassador for The Daumier. All communication (electronic, voicemail, personal contact, guided tours, etc.) should be reflective of this role, presenting a positive and professional image of the University and Capstone On-Campus Management.
  • Works collaboratively to manage resources and facilitate interactions that contribute to a positive living environment for all members of the community.

 Training, Meetings, and On-Call Responsibilities

  • Attend and fully participate in staff meetings, training sessions, in-service programs, staff development programs, and individual meetings with supervisor(s); work as a member of community on-site management team. 
  • Assist with the opening and transitioning of the community at the beginning and end of each term and other officially scheduled breaks.
  • Assume on-call responsibility as scheduled, including winter and spring breaks.
  • Respond to lockouts, crises, and emergencies as directed by established protocols or as directed by supervisor(s) or other management personnel.
  • Assume other duties as assigned.

Primary Responsibilities:

  • Maintains proper levels of inventory and organization of maintenance shop and storage.
  • Receives orders and tracks all custodial and maintenance supplies as needed with supervisor’s approval.
  • Receives orders and tracks all parts as needed with supervisor’s approval.
  • Maintains an audit of all site equipment.
  • Ensures the completion of all non-emergency work orders.
  • Distributes and updates the status of work orders in an electronic request system.
  • Generates and distributes work order reports.
  • Administers all key systems. Maintains records and oversees key inventory. Coordinates preparation of keys for move-in/out.
  • Coordinates move-out inspections, Room Condition Reports, and work orders from the reports.
  • Conducts regular inspections of the community. Notifies appropriate parties regarding issues found during the inspection.
  • Coordinates damage billing for common areas and resident spaces. Maintain accurate records and document trends as they arise.
  • Performs damage inspections when units are vacated.
  • Assists with planning of preventative maintenance schedules and maintenance projects.
  • Assists with coordination of all administrative aspects of move-in and move-out processes.
  • Implement evaluate and maintain sustainable practices for the overall operation. Compile information and maintain records for inquiries and reports.
  • Liaison with outside vendors for supply and service needs.
  • Reviews operations procedures regularly and makes recommendations to the Director.
  • Participates in 24-hour emergency response rotation. Responds to emergency calls by assessing the situation and determining the best course of action. Documents incidents.
  • This is a working manager position. The Maintenance Manager is expected and required to work alongside staff members and to complete long and short-term goals.
  • Other duties as assigned.

Work Environment:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to perform the essential functions successfully 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 regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk and reach with hands and arms. The employee is regularly required to stand, climb ladders, bend, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision.

Education/Experience Required:
Education and/or Experience – High school diploma or general education degree (GED), 3-5 five years of relevant experience, and basic technical knowledge of custodial and maintenance practices.

Preferred Qualifications:

  • Experience working with student housing or multifamily housing.
  • HVAC or EPA certification

Competencies Required

  • Language Skills – Ability to read, analyze, and interpret trade periodicals, journals, technical procedures, or governmental regulations. Ability to write reports, business correspondences, and procedure manuals. Ability to effectively present information in one-on-one and small group situations, and respond to questions from groups of managers, clients, customers, and the general public.
  • Reasoning Ability – Ability to use common sense understanding how to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.
  • Other Skills and Abilities – Ability to operate office equipment including photocopier, fax, and telephone. Basic typing, filing, and organization skills.
  • Demonstrated understanding and a strong commitment to customer service.
  • Successful Candidates must live a predictable 30-45 minutes from the site. 

Other Information

Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. Applicants must be able to pass a pre-employment background check and drug screening.