Maintenance Manager

2407 175th Ave NE, Redmond WA

Description

SAMMAMISH FOREST MANORS (“SAFOMA”) FULL-TIME MAINTENANCE MANAGER (Location: Redmond) Our community is currently looking for the friendly and experienced candidate to join our SAMMAMISH FOREST MANORS (“SAFOMA”) team as a full-time property Maintenance Manager. The Role The maintenance manager will be responsible for the overall timely inspections, maintenance, cleanliness, of SAFOMA community, and related recordkeeping. This includes: • Contract management performances and adherence to contract responsibilities and duties. • Supervision and management of non-recurring contract work and submitting to Community Association Manager for payment and reporting status to the Board. • Work with our Community Association Management to create Requests for Proposals for service contracts and administer bidding to ensure appropriate price and service levels. Recommend cost-effective alternatives whenever possible. • Managing and scheduling vendor work activities and reporting status to the Board/ • Develop and manage activities related to interior and exterior building maintenance and repairs of building systems, including internal work orders and service contracts performed by outside resources. Respond to maintenance emergencies as required. • Perform or supervise maintenance work to maintain SAFOMA community to the highest standard and meet financial objectives. • Maintaining security awareness and access control requirements to all facilities and report any vandalism. • Detailed job responsibilities available on request. Work Location: Based on site at the SAFOMA property and offices. Qualifications • High school or equivalent (Required) • Maintenance Manager Experience: 3-5 years in field (Required) • Maintenance Supervisor: 2-3 years (Required) • Valid Driver's License (Required) • US work authorization (Preferred) Schedule: The work schedule is expected to be Monday through Friday, with some flexibility in working hours depending on the needs of the community. Must be available for on-call emergencies. • 8-hour day shift (M-F) • Weekend availability Detailed Job Responsibilities COMMON GROUNDS 1. Weekly: inspect common areas, pick up refuse, control weeds, maintain lighting, maintain general appearance, and post courtesy notice on vehicles in violation of parking regulations. 2. Maintaining security awareness and access control requirements to all facilities and report any vandalism. 3. Monitor the work of the contracted landscape maintenance crew and/or tree service. Work with the landscape company to cover any maintenance deficiencies or areas needing attention. Recommend to the Board any landscape projects that need to be done. 4. Work with landscape contractor and/or seasonal helpers to water and maintain common area shrubbery, plants and planters, as needed, and lawns if directed by the Board. Maintain hoses and water lines. 5. Trim common area trees/bushes as needed. Work with Maintenance and/or Landscape Committees on annual pruning/removals. 6. Distribute yard totes (yard waste containers) as needed. Set bins out for weekly trash pickup and return to areas where they are either screened from view from the street or placed in designated area in the RV lot. 7. Maintain mailbox areas, checking working order of lights and condition of literature holders. Remove unauthorized postings. Maintain records of RV lot users, making sure all vehicles have current tabs. 8. As needed, sweep or blow down walks, parking lots, RV lot, tennis court, and pool area. Power-wash as needed, cleaning up any residue or debris when finished. (Note: Larger areas, such as clubhouse parking lot may be outsourced to commercial service). The Maintenance Manager is not responsible for cleaning the driveways, sidewalks, decks and patios of individual units or for maintenance work inside of individual units, or for any damage caused by a resident or that resident’s guest. 9. Keep storm drains free of debris. 10. Per maintenance calendar or as directed by the board, clean and repair facility fencing. 11. Maintain all common area lighting, clean and replace as needed. Inform Board or Community Property Manager of any electrical issues requiring service by an electrician. 12. Handle common area pest control problems as necessary (e.g., bees, ants, moles, rats, birds, etc.) 13. Monitor drainage and sloped areas. Alert property manager and/or board of any changes needing repairs or remediation. (Note: in 2015 the Board retained the services of Dowl HKM for survey stakes and slide monitoring at selected areas for a 3-year period). 14. Hire and supervise summer help as authorized by board. 15. Ensure proper storage and disposal of chemicals required for maintenance, cleaning, painting, etc. 16. Ensure the chain to the office driveway is locked at the end of the day. 17. Clean the front entry stonework once each quarter. 18. Winterize water supply and drainage systems. 19. During severe weather remove snow and ice from common area street entries and walkways, including Safoma portion of sidewalk on NE 24th. UNITS 1. Periodically inspect all buildings, including siding, roofs, gutters and downspouts for damage, blockages or overflow problems. As required, repair or replace, or notify board of need for outside contractors. 2. Routinely remove moss and weeds from common area sidewalks. Work with board or community manager to schedule moss removal service. (Safety harness equipment is required when working on roofs.) 3. On quarterly or more frequent interval, inspect roofs to keep free of debris and water. Check exterior condition of chimneys, notifying owners of any concerns. Inspect new membrane installed on “flat” roofs. 4. Repair (or if necessary, arrange repairs by outside vendor) for buildings, common area fences, or components that are the association responsibility. 5. Handle emergency situations, and if necessary, consult with board or property manager, or contact outside contractor. CLUBHOUSE 1. Work with Clubhouse Coordinator and/or Property Manager for clubhouse rentals to assist with timely delivery and return of keys and paperwork, and inspections. 2. Working with Clubhouse Coordinator, inspect clubhouse after use to be sure it is left in good condition in strict compliance with checklist. Report infractions and damage to Clubhouse Coordinator and Property Manager. 3. Clean, vacuum and dust as required between uses. 4. Wash windows and floors as needed. 5. Have carpets and furniture commercially cleaned yearly or as needed. 6. Perform routine cleaning and maintenance on equipment and appliances, restroom heaters, vents, and light fixtures. 7. Clean and disinfect restrooms daily when pool is open and as needed during other periods or supervise seasonal helpers who perform these tasks. 8. Submit recommendations for replacement of clubhouse furnishings, appliances, and equipment. 9. Maintain bulletin board and “forms kiosk” at entry, keeping folders stocked with documents, working with Communications Committee. 10. Routinely monitor clubhouse parking lot for unauthorized vehicles; arrange for towing as needed. SWIMMING POOL, PICNIC AREA AND PLAYGROUND 1. Working with seasonal helpers, and/or resident volunteers, open and close pool during regular working hours. 2. Issue and track pool cards and maintain the security system. 3. Vacuum the swimming pool at least twice a week and wash down surrounding deck daily during the swimming season. 4. Maintain and adjust chemicals daily in the swimming pool as required by King County Health Department. 5. Perform necessary routine maintenance on the pool and pool equipment. If necessary, coordinate repairs with a commercial company. 6. Maintain furnishings around the pool. 7. Maintain safety signs and equipment. 8. Assist with rules compliance by pool users. 9. During swimming season, daily clean the restrooms and pool area, and rearrange pool furniture. 10. Maintain landscaping around the pool (if not outsourced to a landscape firm). 11. Maintain picnic area. 12. Maintain playground, making sure equipment is clean and safe. COMMUNICATION, RECORD KEEPING AND OFFICE-RELATED 1. Maintain itemized records (inventory) of supplies, equipment, materials, parts and services, furnishings, and tools, including warranties. 2. Maintain inventory of keys, distributing sets to authorized users. Coinciding with annual election of officers, provide officers and property manager with current list and location of keys. 3. Maintain all pool records as required by the King County Health Department. 4. Compile and maintain schedule of clubhouse reservations and deposits (board may delegate to the property management company). 5. Maintain a unit history of repairs, including work orders and other information pertaining to each unit and common areas. Provide monthly summary to Board at least three (3) business days before each meeting. 6. Maintain emergency information. 7. Keep copy of master insurance policy, certificates of liability, auto insurance and disaster preparedness manual and/or other documents with schematics of shutoffs for water and gas, 8. As needed: • Assist board or committee volunteers with publishing and distributing newsletters. • Assist in production and posting of notifications to owners/residents. • Assist in ordering and posting signs. 9. Process or distribute completed documents (e.g., Work Orders, Exterior Change Requests) for action. 10. Maintain Safoma vehicle (including semi-annual fluid change or inspections). Keep license and insurance current. 11. Maintain a database of approved contractors. GENERAL AND MISCELLANEOUS: 1. Maintain a professional attitude and rapport with residents. 2. Set up for and attend, as requested, monthly and special Board meetings. Store tables and chairs following such meetings. Place and pick up signage. 3. Be helpful and responsive to homeowner requests and complaints. 4. Work with city officials and utilities as needed. 5. As required, assist in the preparation for community-wide special events. 6. When known, during periods of extended absences of residents, make periodic exterior inspections of the units and grounds. 7. Be familiar with Association governing documents. Assist in the education and enforcement of Association covenants, rules and regulations (e.g. yard maintenance and timely removal of holiday decorations) by reporting infractions to the Property Manager. 8. Keep office organized, clean and tidy. 9. Maintain the pressure washer and related operation and safety instructions. 10. Check Dropbox at clubhouse daily for completed request forms. 11. Check the mail and route/track in accordance with established procedures. 12. Keep fuel for tools and equipment safely stored on site. 13. Train and schedule summer help. 14. Other duties may be assigned from time to time by the president of the Board of Directors, the president's designees and/or the property manager. Requirements • Must possess the skills, knowledge, and abilities to independently perform the above duties. • Must have initiative, strong time management skills, and the ability to effectively and timely communicate with the Property Manager, HOA Board and others as needed as well as the judgment to recognize when such communication is appropriate. • Physical: able to lift up to 75 pounds, climb ladders, dig trenches, use power tools (e.g., blower, pressure washer, chain saws, etc.). • Environment: this position will work outside in all weather conditions as well as indoors in an office. • Due to the nature of the job, time off may be restricted during the summer pool season. • Valid Washington driver’s license and insurance. • Must be computer literate with Microsoft Office, email, work order management systems. (Required) • Must be a clear communicator; written, orally, and via computer. (Required) • Flexibility in working hours may be arranged.