Maintenance Supervisor - Burbank Housing

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

 

GENERAL SUMMARY:

Under the general supervision of the Property Manager and Regional Manager, the Maintenance Supervisor is responsible for the overall leadership, administration, and operational oversight of the maintenance and janitorial functions throughout the portfolio. This position serves as the primary liaison between property management, maintenance staff, vendors, contractors, and residents regarding maintenance-related matters.

 

The Maintenance Supervisor is primarily a supervisory and administrative position responsible for planning, directing, coordinating, and evaluating maintenance operations. While the position requires a strong maintenance background and the ability to provide technical guidance and some training, hands-on maintenance work is secondary to the leadership, oversight, and supervision. 

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Responsibilities

ONLY FOR POSITIONS THAT MUST DRIVE:

Note: It is necessary for the position to travel independently on a regular basis (e.g., emergency purchases, transporting very large items, assisting at other properties, on-call rotation, etc.) in the most time efficient method possible, usually by personal automobile.

Maintenance Management

• Direct, coordinate, and oversee all maintenance and janitorial operations throughout the portfolio.
• Supervise Maintenance Technicians, Maintenance Leads, Janitorial Staff, and temporary maintenance personnel.
• Develop work schedules and staffing assignments to ensure efficient operations.
• Monitor completion of work orders and preventive maintenance programs.
• Conduct regular inspections of properties, common areas, vacant units, and completed maintenance work.
• Ensure maintenance work is completed efficiently, safely, and to established quality standards.
• Assist in developing long-term maintenance plans and capital improvement recommendations.
• Monitor inventory levels and coordinate procurement of maintenance supplies, equipment, and materials.
• Ensure compliance with company policies, safety requirements, and applicable building codes.

Staff Leadership and Supervision

• Provide day-to-day leadership, direction, and support to maintenance and janitorial staff.
• Train, mentor, and develop maintenance personnel.
• Assist with employee performance evaluations and performance improvement efforts.
• Participate in interviewing and hiring maintenance personnel.
• Review staffing needs and make recommendations regarding department structure and workforce planning.
• Promote accountability, teamwork, and professional development within the department.

Contractor and Vendor Management

• Coordinate and oversee outside vendors and contractors performing work at BHC properties.
• Obtain bids and proposals as directed.
• Monitor contractor performance and ensure compliance with contract requirements.
• Verify completion and quality of work prior to approving invoices for payment.
• Develop and maintain productive relationships with vendors and service providers.
• Assist in evaluating vendor performance and recommending contract renewals or changes.

Administrative Management

• Prepare, review, assign, and monitor work orders.
• Create and manage purchase orders for maintenance and janitorial-related expenditures.
• Maintain accurate maintenance records, reports, inspections, and documentation.
• Prepare correspondence, reports, and recommendations related to maintenance operations.
• Assist with regulatory inspections and compliance requirements.
• Participate in emergency preparedness planning and incident reporting.

Resident and Stakeholder Communication

• Serve as a primary point of contact for maintenance-related concerns.
• Communicate effectively with residents regarding maintenance requests, repairs, inspections, and projects.
• Collaborate with Property Manager, BHC staff, contractors, vendors, and service providers.
• Assist in resolving maintenance-related resident complaints and concerns in a professional and timely manner.

Technical Support and Quality Assurance

• Utilize maintenance knowledge and experience to evaluate repair needs and recommend solutions.
• Provide technical guidance and mentorship to maintenance staff.
• Assist with troubleshooting complex maintenance issues.
• Perform hands-on maintenance work only when necessary for training, emergencies, quality control, or operational support.
• Ensure all maintenance activities comply with applicable safety regulations and industry standards.

Safety and Risk Management

• Promote a culture of workplace safety.
• Conduct regular safety inspections and follow-up on corrective actions.
• Ensure proper use of personal protective equipment (PPE).
• Monitor compliance with OSHA requirements and company safety policies.
• Participate in emergency response and on-call coordination as required.

 

OTHER JOB FUNCTIONS

Emergencies/Communication/ On-Call

• Participates in off-shift and weekend emergency maintenance coverage as scheduled, and responds immediately to emergencies when on-call: returns phone calls within 30 minutes; arrives at the property within 60 minutes.
• Knows the contents and location of the emergency tool kit, and how and when to use it.
• Knows and understands the Property’s Emergency Response Plan (ERP).

Qualifications

Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.

KNOWLEDGE

Policies and Regulations — Knowledge of company policies and procedures that pertain to accounting practices.

• Knowledge of occupational hazards and safety procedures of the maintenance & janitorial trades.
• Knowledge of the principles, practices, tools and materials used in one or more building trades, such as: carpentry, plumbing, electrical, HVAC systems, appliance repair, painting, drywall, plaster, concrete, hardware and locks, fire protection systems, security systems, irrigation and landscaping.
• Knowledge of cleaning materials, equipment and methods commonly employed in the janitorial care and cleaning of buildings, facilities and equipment.
• Knowledge of precautions and safety procedures for working with ACM/LBP in pre-1981 housing.
• Knowledge of proper disposal of hazardous materials, electronic and universal waste.
• Knowledge of water and energy conservation and recycling practices.
• Skilled in the use and care of common hand & power tools used in janitorial maintenance work.

ABILITY

• Ability to evaluate maintenance work quality and contractor performance.
• Strong organizational, administrative, and project management skills.
• Excellent verbal and written communication skills.
• Ability to prepare reports, correspondence, purchase orders, and maintenance documentation.
• Proficiency with Microsoft Office, Outlook, Excel, and property management software.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work collaboratively with residents, staff, contractors, and stakeholders.

Personal Skills

• Written and Oral Comprehension and Expression — Ability to read, listen, speak, understand and communicate information and ideas in writing and verbally so others will understand. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Time Management / coordination – Ability to manage one’s own time and coordinate work order priorities and other responsibilities in order to ensure timely competition of duties.
• Customer Service — Assessment of customer (tenant) needs, meeting quality standards for services, and evaluation of customer satisfaction.

EXPERIENCE

Experience working with people of various cultural background, especially those with mental health issues or special needs is a plus.

• A minimum of five years of multifamily apartment maintenance experience.

• Ability to evaluate maintenance work quality and contractor performance.
• Strong organizational, administrative, and project management skills.
• Excellent verbal and written communication skills.
• Ability to prepare reports, correspondence, purchase orders, and maintenance documentation.
• Proficiency with Microsoft Office, Outlook, Excel, and property management software.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work collaboratively with residents, staff, contractors, and stakeholders.

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position regularly works both in an office setting and in the field throughout the portfolio. Frequent property inspections, vendor oversight, and staff supervision are required. Occasional lifting, climbing, walking uneven terrain, and responding to emergencies may be necessary. Participation in an on-call rotation may be required. 
• Must adapt to frequently changing environmental conditions, indoors & outdoors.
• May be necessary to interact with unpleasant or angry people.
• May be necessary to assist with maintenance tasks at other JSCo properties as requested by the Property Manager and/or Regional Manager.
• It is necessary for the position to travel independently on a regular basis (e.g., purchase supplies, emergency purchases, assisting at other properties, etc.) in the most time efficient method possible, usually by personal automobile.
• This position may be exposed to blood borne pathogens and therefore following the Exposure Control Protocol – Bloodborne is required.

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.  This job description replaces all previous descriptions for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits-at-a-glance

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

 

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

California Consumer Privacy Act

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.