Director, Facilities & Capital Projects (Greater Bay Area)

Location: Greater Bay Area

Position Overview

Reporting to the Senior Director of Risk Management & Facilities, the Director of Capital Projects & Facilities is a key member of the Property Management leadership team and plays a vital role in the preservation of MidPen's Assets to ensure sustainability. This position works closely with cross-functional internal partners in the Property Management, Housing Development, Asset Management, Legal, and Accounting departments, and with external community partners. This position oversees the Area Maintenance Lead Cohort and Facility Coordinators, and directly supervises two Regional Maintenance Managers and one Sr. Facilities Coordinator. Additionally, this position provides high-level support and training to field Maintenance Staff.

Essential Duties

• Oversee portfolio-level quality, efficiency, and coordination in the facilities function.
• Oversee a cohort of Area Maintenance Leads (AMLs), each supporting a portfolio.
• Oversee policies, procedures, and workflows associated with portfolio-level maintenance priorities and capital projects at varying level of expense.
• Establish preventative maintenance expectations across the portfolio.
• Mentor and provide guidance to maintenance personnel across the company regarding training needs and operational best practices.
• Engage AMLs in continuous learning, improvement, and operational performance to deliver quality customer experience.
• Provide support to properties for regulatory and other physical inspections across the portfolio to ensure that MidPen meets or exceeds inspection expectations to support smooth property operations.
• Communicate with field staff to ensure site management is satisfied with all maintenance services provided by AMLs at the portfolio level.
• Provide a regular program of staff development to AMLs to promote efficiency, effective procedures, communication and project management skills.
• Assist with Root Cause Analysis and trainings based on findings
• Mitigate facilities-related risk in compliance with all applicable federal, state, and local laws and regulations in accordance with our internal policies and procedures.

Capital Project Oversight

• Responsible for managing all phases of capital projects (including the scope, planning, design and engineering, design review, scheduling and construction, and closeout) for budgeted projects in collaboration with project stakeholders and leadership, ensuring projects are completed within specifications to meet project goals and objectives.
• In close partnership with Asset Management, oversees capital projects goal-setting and tracking; partnering with Vendor Manager to ensure timely and complete billing for such activities.
• Provides leadership and direction in the execution of capital projects and emergency repairs by upholding required standards set by facility expectations and Physical Needs Assessments and Property Budgets.
• Maintains knowledge of current developments in the repair, maintenance, custodial, and construction areas through participation in appropriate workshops or meetings, and involvement in professional organizations.
• Researches and makes recommendations for any necessary improvements in the effectiveness and efficiency of the repair, maintenance, and upkeep to our communities (including resource and energy conservation plans).
• Develops and maintains positive working relationships with key stakeholders, including regulatory agencies, external partners, internal partners and staff to complete CapEx projects and initiatives.
• Manages the evaluation of deferred maintenance needs (including structural, exterior envelope, MEP, and life safety systems) in support of planning and prioritizing deferred maintenance projects.
• Ensures data contained in the external Physical Needs Assessments are correctly interpreted and incorporated into MidPen's long-term capital plans for each community.

Contract Procurement

• Responsible for managing and coordinating facilities procurement activities to appropriately balance quality, efficiency and cost.
• Ensure training and support, portfolio-wide, for bidding; analysis and decisions associated with vendor decisions; partners with Sr. Director to ensure compliance with signatory matrix requirements.
• Where needed, supports and maintains portfolio-wide contracts for landscape, fire alarms, sprinkler systems and any other maintenance systems to ensure they are properly maintained and cared for as required, while considering efficiency and cost effectiveness.
• Collaborates with the Vendor Manager to source adequate number of vendors per category per geographic region.
• Oversees and coordinates bulk purchasing contracts and other procurement programs while managing MidPen's purchasing specifications to support quality, cost, inventory, and service level standards.
• Ensures all vendor agreements associated with capital projects and portfolio-level maintenance procurement are properly completed with appropriate terms and conditions.

Partnership on New Properties

• Serve as liaison to the Development Department as needed to align with building design guidelines for new developments.
• Provides technical expertise and maintenance perspective on new development projects.
• For new properties, partner with Development, Asset, and Lease-up Teams as the property moves from end-stage construction through close out/punch walk to stabilized. This includes knowledge of specific systems of each building (HVAC, plumbing, security, etc.) and partnering on needs for these systems in the transition / stabilization period.

Operational Safety Support

• Ensures high-quality completion of annual safety inspections and timing billing for these across each portfolio.
• Provides on-going training to maintenance staff on OSHA-related safety and compliance.
• Supports the Senior Director in accident investigations and promoting workplace safety.

Performs other assignments as requested

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and/or ability required.

Education and Experience

• Bachelor's Degree in the field of Maintenance, Construction or Facilities Management preferred. Minimum of 5 years prior relevant industry experience and a minimum of 3 years prior supervisory experience, or an equivalent combination of education and experience.
• Safety mitigation, contract procurement, and management background highly preferred

Knowledge, Skills, and Abilities

• Knowledge of preventive maintenance practices and familiarity with all building systems including electrical, plumbing, HVAC, flooring, roofing, structure, swimming pools, landscape maintenance, elevator operations, security and fire alarm systems, and storm water treatment retention systems
• Ability to anticipate maintenance issues, plan preventative measures and train others in the use of high-quality standards and procedures
• Thorough knowledge of OSHA regulations, environmental issues (particularly in relation to lead and asbestos regulations) and safe practices
• Ability to read and understand blueprints
• Ability to multi-task under pressure in order to meet competing deadlines, gather and analyze information, and solve problems skillfully and timely in a fast-paced work environment while maintaining ability to organize, and track document paper flow
• Ability to communicate professionally and effectively via phone and in writing with site staff and internal partners, and external vendors
• Proficiency using Microsoft Office (i.e., Excel, Word, PowerPoint, Access, Project, and SharePoint)
• Intermediate to Expert Excel skills highly preferred
• Interest and/or background in the affordable housing industry preferred
• Must possess a valid California Driver License, proof of current auto insurance policy, and reliable transportation

Physical Requirements

• Constantly perform desk-based computer tasks
• Frequently sitting
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 15 pounds
• Rarely twist/bend/stoop/squat, kneel/crawl
• This position is considered moderately to highly physical and requires a lot of standing, bending, lifting, and walking
• Able to stoop, kneel, carry, push and pull, ascend/descend stairs, climb on ladders, climb on roofs, and crawl in confined spaces on a regular basis
• The ability to lift and carry up to 50 pounds on a regular basis
• Ability to travel to different sites and properties

Pay Range

$164,000 - $184,500 Annual Salary - Pay based on applicable experience and qualifications