Facilities and Project Manager chez Spokane Housing Authority

Description

Annual Salary Range: $85,071 - $123,738

Pay Grade: 8

Emergency Essential: Yes

FLSA: Exempt

Purpose of Facilities & Project Manager

The Facilities & Project Manager, under the direction of the Director of Asset Management, is responsible for the oversight and coordination of property maintenance operations across SHA’s housing portfolio. This position provides direct supervision to maintenance staff, ensuring consistent service delivery and adherence to safety standards, while also managing relationships and contracts with third-party vendors performing preventative and rehabilitative maintenance. In addition, the Facilities & Project Manager supports SHA’s development goals by assisting in the implementation of capital improvement projects, including the acquisition, substantial rehabilitation, and new construction of multi-family rental housing.

Essential Duties and Responsibilities

Staff Management and Training

• Hire, train, supervise, evaluate, and discipline property maintenance staff.
• Develop and ensure the consistent application of agency property maintenance standards and procedures.
• Provide ongoing training to maintenance staff to enhance skills and ensure compliance with SHA’s policies and industry best practices.

Maintenance Planning and Operations

• Plan, schedule, and direct maintenance programs for SHA-owned properties, including building and grounds upkeep.
• Oversee and prioritize repair projects, manage work order systems, and ensure quality control of completed maintenance work.
• Oversee periodic inventory of assets within the Asset Management Department.
• Develop and implement preventative maintenance programs to extend the lifecycle of SHA properties.
• Manage the security of vacant properties before rehabilitation or development to prevent vandalism or unauthorized access.
• Identify emerging maintenance issues and recommend proactive solutions to minimize long-term operational costs.

Capital Improvement and Project Coordination

• Assist the Director of Asset Management in defining project concepts aligned with SHA’s strategic goals and mission.
• Support the bidding, selection, and negotiation of contracts, as well as oversee the scheduling and execution of capital projects.
• Work closely with the Development Manager to manage construction, renovation, remodeling, and retrofitting projects, ensuring compliance with SHA’s specifications.
• Facilitate the placing in service of new properties, including:
• Coordinating handoff from the General Contractor.
• Managing one-year warranty follow-ups.
• Overseeing initial operations and maintenance training.
• Developing and implementing unique maintenance procedures for each new property.
• Participate in construction meetings as needed and collaborate with contractors and developers to ensure smooth project execution.

Regulatory Compliance and Inspections

• Assist the Director of Asset Management with maintenance compliance and regulatory agency inspections.
• Conduct inspections of residential and commercial properties to assess ongoing capital improvement needs, maintenance operations, and necessary repairs.
• Ensure compliance with local, state, and federal housing standards, including HUD, NSPIRE, ADA, and Fair Housing regulations.

Emergency Response and Security Measures

• Ensure on-site presence to deliver immediate response and support to maintenance and office staff during emergencies.
• Oversee security protocols for SHA properties, ensuring proper procedures for trespassing prevention, security monitoring, and emergency preparedness.
• Identify and address emerging safety concerns, including environmental hazards, extreme weather preparedness, and crime prevention strategies.

Committee Involvement and Safety Oversight

• Actively participate in SHA’s Safety Committee, contributing expertise in maintenance safety procedures, emergency preparedness, and risk mitigation strategies.
• Ensure Washington State Labor and Industries standards and SHA safety policies are followed at all times.
• Promote a culture of safety awareness among maintenance staff through training and continuous improvement initiatives.

Budgeting and Financial Management

• Responsible for annual capital improvement budgeting and program implementation.
• Monitor and track maintenance expenditures, ensuring cost-effective solutions while maintaining quality service delivery.

Training and Career Development

• Attend career development and technical training to enhance knowledge and apply best practices across SHA properties.
• Utilize gained knowledge to train staff and improve operational efficiency.

Mentorship

• Develop and implement team training programs that foster professional growth and align with SHA’s objectives.
• Promote a culture of continuous learning by encouraging staff participation in professional development opportunities.
• Identify and mentor emerging leaders within the organization, building a robust succession pipeline.
• If applicable, conduct performance evaluations, ensuring transparency and alignment with organizational policies.
• If applicable, collaborate with Human Resources on complex personnel matters, including disciplinary actions, improvement plans, and conflict resolution.

Leadership

• Direct and review departmental work plans to ensure alignment with SHA’s mission, vision, and values.
• Facilitate cross-departmental collaboration to support consistency in practices and achievement of agency goals.
• Represent SHA in external meetings, advocating for initiatives that advance SHA’s strategic objectives.
• Coordinate and oversee high-level projects, ensuring successful outcomes that support SHA’s long-term financial sustainability.

General Duties

• Assist other staff with assignments and duties as necessary.
• Perform other necessary duties as required or assigned.

Requirements

Competency Requirements

Facilities and Project Management Expertise

• Knowledge of capital improvement projects, inspection methods, and evaluation of work performed to maintain and enhance SHA properties.
• Proficiency in building, electrical, plumbing, and HVAC maintenance, repair, and construction methods to oversee facility operations effectively.
• Understanding of materials, equipment, and cleaning methods commonly used in building maintenance and upkeep.
• Experience with methods, techniques, and costs associated with multi-family housing design and construction to ensure efficient project execution.
• Familiarity with general grounds care and maintenance procedures to enhance property aesthetics and functionality.
• Knowledge of local building codes and pertinent federal, state, and local laws governing affordable housing to ensure regulatory compliance.Project Coordination and Compliance
• Ability to formulate and interpret construction plans to guide new development and renovations.
• Experience with processing and completing maintenance work orders in an organized and timely manner.
• Capacity to manage multiple projects concurrently while ensuring compliance with project timelines and budget constraints.
• Ability to select, contract with, and manage consultants and development teams for successful project completion.
• Knowledge of estimating practices, labor, and material costs to develop accurate project budgets and financial forecasts.

Leadership and Operational Oversight

• Experience supervising, allocating, coordinating, and appraising the work of subordinate personnel.
• Ability to identify and prescribe cost-effective project designs, building systems, and construction contract specifications that align with SHA’s strategic goals.
• Capacity to manage complex and time-sensitive processes, funding requirements, and relationships to ensure project success.
• Strong decision-making and problem-solving skills for addressing operational and maintenance challenges.
• Proven ability to establish and maintain positive relationships with employees, residents, contractors, and the general public to promote customer service excellence.
• Ability to deescalate tense situations with residents or persons on property to ensure the safety of residents and staff.  

Technology and Administrative Proficiency

• Experience using Windows-based systems, Microsoft 365 products (Word, Excel, Teams, SharePoint), and Yardi software for work orders, unit turns, budget analysis, and other needs. 
• Ability to communicate effectively both orally and in writing to provide reports, training, and compliance documentation.
• Communicates timely in multiple modalities (e-mail, MS Teams, Text, phone, etc.)
• Skill in handling sensitive and confidential information with professionalism and discretion.

Safety, Compliance, and Physical Requirements

• Strong knowledge of job safety principles and ability to ensure compliance with Fair Housing guidelines and SHA safety policies.
• Ability to safely lift up to 50 pounds occasionally and up to 25 pounds frequently for maintenance-related tasks.
• Experience operating or learning to operate basic office machines including computers, printers, fax machines, copiers, and smartphones.

Education and Professional Qualifications

Educational Requirements

• Bachelor’s degree preferred, but high school diploma or equivalent is required.

Professional Experience

• Four years of experience in building trades, building maintenance, or related fields, including three years of supervisory experience.

Certifications and Licenses

• Certified Pool Operator (CPO) license must be obtained within the first six months of employment.
• Additional licenses may be required depending on the needs of the organization.
• Must maintain a valid driver’s license, reliable transportation, satisfactory driving record, and adequate insurance coverage as per SHA’s policy and insurer requirements.

Required Workplace Standards

• Works regular and reliable hours on site as required.
• Attendance must be punctual and consistent.
• Works an agreed-upon schedule and works additional hours as necessary to complete work.
• Works effectively, cooperatively, and respectfully with co-workers, clients, and other contacts.
• Follows all SHA Safety Policies and Procedures.
• Follows all SHA Personnel Policies and Procedures.
• Performs other duties as assigned.

Essential Physical Abilities

This position requires the ability to:

• Move/traverse across various SHA properties, including residential units, maintenance facilities, and outdoor environments;
• Frequently ascend/descend stairs, ladders, and other elevated surfaces to perform repairs and maintenance tasks;
• Regularly move/transport equipment, tools, and materials that may exceed 50 pounds;
• Use hand tools, power tools, and other maintenance equipment for extended periods of time;
• Work in confined spaces, attics, crawl spaces, and other restrictive environments as needed;
• Operate motor vehicles, machinery, and equipment safely in compliance with agency policies; and
• Communicate frequently, effectively, and accurately with internal and external stakeholders, including residents, vendors, and SHA staff.

Work is primarily active and performed in a variety of indoor and outdoor environments. The employee may be exposed to varying temperatures, inclement weather, dust, fumes, and other conditions typical of maintenance and repair work. The work environment noise level can be moderate to high, depending on the task being performed.

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibilities. They should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload for the good of the organization.

Equal Opportunity Employer

Spokane Housing Authority provides equal employment opportunities and prohibits discrimination and harassment of any kind. This applies to all employment terms, including recruiting, hiring, compensation, and training. Reasonable accommodations may be provided to individuals with disabilities.