Position Summary and Job Magnitude The Facility Manager is accountable for the physical condition safety and operational reliability of assigned properties This role ensures buildings are maintained to standard compliant with regulatory requirements and positioned to support resident experience leasing execution and asset performance The Facility Manager leads day to day maintenance operations through Entrata which serves as the system of record for work orders inspections asset records vendor activity and compliance documentation All maintenance activity must be accurately logged tracked and auditable within the system This role partners closely with General Managers Leasing and Facilities staff to support unit readiness capital planning inputs and consistent service delivery Essential Functions and Basic Duties Asset &
- Building Performance Own the physical condition safety and functionality of assigned properties Conduct regular inspections and condition assessments documenting findings risks and corrective actions in Entrata Identify emerging building lifecycle issues and escalate risks proactively All physical assets are tagged with maintenance details logged to ensure optimal and timely preventive maintenance and long term maintenance budgetingMaintenance Operations &
- Execution Plan prioritize and oversee preventative and reactive maintenance activities using EntrataEnsure work orders are properly logged assigned tracked and closed with complete documentation notes photos and completion detailsBalance service responsiveness with quality safety and cost disciplineTeam Leadership &
- Daily Direction Provide day to day leadership coaching and direction to Facility Supervisors andmaintenance staffReinforce consistent execution of maintenance workflows safety standards andsystem usageMonitor workload distribution response times and execution qualityImplement team training to increase ability to perform cross functional work acrossmultiple facilities maintenance domains Vendor &
- Resource Management Manage third party vendors and contractors including scope definition scheduling and performance oversight Work with building owners to manage RFP processes with maintenance and facilities contractors and negotiations of maintenance and service contracts Review vendor work for quality completeness and adherence to approved scope before closeout Ensure vendor activity is fully documented and auditable within Entrata Compliance Safety &
- Risk Management Ensure compliance with health safety and regulatory requirements across assigned properties Proactively identify hazards and enforce safe work practices Maintain audit ready safety inspection and compliance documentation Cost Control &
- Operating Budget Management Manage maintenance related operating expenses in alignment with approved budgets Track actuals versus budget identify variances and implement cost control measures without compromising safety or asset condition Support the General Manager with clear timely reporting on maintenance spend driversFinancial &
- Budget Management Identify capital repair and replacement needs through ongoing asset condition monitoringSupport capital planning by scoping projects developing cost estimates and providing technical input into capital budgetsPartner with Operations and Capital Projects teams to support execution of approved capital projects ensuring work is delivered on scope coordinated effectively and documented appropriately in Entrata Cost Control &
- Operating Budget Management Manage maintenance related operating expenses in alignment with approved budgetsTrack actuals versus budget identify variances and implement cost control measures without compromising safety or asset conditionSupport the General Manager with clear timely reporting on maintenance spend drivers Capital Planning &
- Project Support Identify capital repair and replacement needs through ongoing asset condition monitoringSupport capital planning by scoping projects developing cost estimates and providing technical input into capital budgetsPartner with Operations and Capital Projects teams to support execution of approved capital projects ensuring work is delivered on scope coordinated effectively and documented appropriately in EntrataOperational Coordination &
- Reporting Coordinate closely with Leasing to support unit readiness turnovers and move insPartner with Administrative and Operations teams to align maintenance executionwith operational prioritiesUse Entrata reporting to monitor performance trends and escalate resourcing orrisk concernsContinuous Improvement &
- Standard Adoption Champion standardized maintenance processes documentation practices and system discipline Identify opportunities to improve efficiency response times and asset lifecycle outcomes Systems &
- Tools Used Entrata Property Management System supporting maintenance work orders inspections asset records applications lease executionprocessing and reporting Vendor management safety and compliance tools Performance Measurements Performance will be primarily measured in the following factors InitiativeTeam WorkCustomer ServiceReliabilitySkill DevelopmentQuality of WorkAdaptability &
- FlexibilityHealth &
- Safety Responsibilities Qualifications Education Post secondary education in Facilities Management Building Operations Engineering Technology Property Management Skilled Trades or a related discipline is preferred Relevant professional certifications are considered an asset SkillsAbilities Solid knowledge of building systems preventative maintenance and asset managementUnderstanding health safety and regulatory compliance requirementsStrong leadership coaching and team development skillsEffective verbal and written communication skillsStrong organizational planning and problem solving abilitiesAbility to manage multiple priorities in a fast paced environmentProficiency with Entrata reporting tools and Microsoft Office applicationsExperience Required Minimum 58 years of progressive facilities or maintenance management experienceExperience in student housing multi residential hospitality or comparable real estate environmentsExperience managing maintenance operations through Entrata or a comparable property management systemExperience leading maintenance teams and managing external vendors and contractorsSuccess Measures &
- Key Performance Indicators KPIs Maintenance Execution &
- Service Levels 90 of routine work orders are completed within established service level targets Emergency and safety related issues are responded to and resolved within required timeframes Preventative Maintenance &
- Asset Care Scheduled preventative maintenance activities are completed as planned with minimal deferrals Recurring maintenance issues and unplanned equipment downtime are reduced over time Safety Compliance &
- Risk Management Safety protocols are followed consistently with incidents investigated and corrective actions documented Compliance records inspections and certifications remain audit ready at all times Cost Control &
- Vendor Effectiveness Maintenance operating expenses remain aligned with approved budgets with variances clearly explained Vendor performance meets quality timeliness and cost expectations Capital Project Support Capital projects are scoped accurately supported effectively and executed in coordination with Operations and Capital teams Capital related documentation and closeout records are complete and timely System Discipline &
- Reporting 95 of maintenance activity is accurately documented and closed in Entrata Reporting is timely accurate and supports operational decision making Working Conditions Hours per Week Scheduled 40 hours per week may need to work more as required Indoor Outdoor Indoor and some Outdoor Level of Interruption Moderate Stress Level Moderate overall stress level Peak stress levels in May and September Travel Outside of Location High Travel will be a requirement of the role