Facilities Operations Manager in Big Sky, Montana at Lone Mountain Land Company

Lone Mountain Land Company (LMLC) manages the planning, entitlement, building, marketing, and sale of premier real estate communities in the Big Sky, Montana region. The company supports world-class operations at Spanish Peaks Mountain Club and Moonlight Basin, and oversees real estate activities at Spanish Peaks, Moonlight Basin, Big Sky Town Center, and other projects across Southwest Montana.

Lone Mountain Land Company

Purpose

Reporting to the Director of Property Management, the Facilities Operations Manager leads all maintenance operations across Lone Mountain Property Management’s (LMPM) property portfolio. This role directly oversees a multi-site facilities team organized into three operational Pods, each covering a designated geographic cluster of properties and work sites. The Facilities Operations Manager ensures all maintenance activities align with the LMPM Housing Responsibility Matrix, meet established service level agreements, comply with applicable Montana landlord-tenant law, and support a seamless residential experience from move-in through move-out.

Major Responsibilities

• Ensure residents, tenants, clients, and employees encounter safe, functional, and professionally maintained properties; represent LMPM through quality and reliability of maintenance operations across all sites.
• Guarantee resident and guest satisfaction through timely, high-quality maintenance; assure all work is performed legally, ethically, and safely, and in compliance with applicable Montana and federal law.
• Understand and apply all property safety and security procedures. In the event of an accident or emergency, seek medical attention if necessary and contact the Director of Property Management or Human Resources immediately.
• Coordinate maintenance activities with Property Management, Housekeeping, HR, Finance, and operational partners per the LMPM Housing Responsibility Matrix across all phases of the resident lifecycle.

Supervisory Responsibilities

Directly supervises the Facilities Team across three operational Pods, each assigned to a defined geographic cluster of LMPM-managed properties and work sites. Responsibilities include: hiring, training, and developing team members; assigning and directing work across all Pods; evaluating performance; allocating personnel based on workload and site demands; maintaining Service Level Agreement (SLA) standards; and administering corrective action in accordance with LMPM policies and applicable law.

Essential Job Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Organize and manage the Facilities Team across three operational Pods; deploy and balance team members across multiple work sites based on workload, priority, and SLA requirements; coordinate cross-Pod coverage during peak periods, staff absences, or emergency response.
• Conduct regular Pod-level operational reviews; travel between all assigned work sites to inspect property conditions, verify work quality, coach team members, and ensure compliance with LMPM standards and the Housing Responsibility Matrix.
• Lead all in-unit maintenance services and work order operations across all properties; ensure every maintenance request is logged in the PMS the same day received, assigned a priority level, and routed to the appropriate Pod and technician.
• Enforce maintenance SLAs across all Pods: urgent (life-safety, no heat/water) = 4-hour response; standard = 48 hours; routine = 3 days. Escalate any item unresolved beyond 7 days to the Director of Property Management immediately.
• Ensure no resident moves into a unit with open maintenance deficiencies; confirm all systems (HVAC, plumbing, appliances, life safety) are fully operational a minimum of 48 hours prior to any scheduled move-in.
• Co-lead unit turnover coordination with Property Management; execute all maintenance required for unit turns with a target of full unit readiness within 7 days of departure. Support move-in, mid-lease (minimum 2x per lease term), and move-out inspections; provide written repair cost estimates within 5 business days of move-out inspection for deposit accounting purposes.
• Prepare and administer annual OpEx and CapEx budgets for all managed properties; analyze monthly financial variances; forecast replacement of major capital items (HVAC, roofing, parking surfaces, elevators); supervise CapEx projects from vendor proposal through final acceptance.
• Develop and manage contracted services for grounds, snow removal, trash, grease trap service, and landscaping across all sites; engage, contract, supervise, and approve invoices for all vendor services using company invoice tracking software.
• Develop and execute property-specific preventative maintenance programs across all three Pods to maximize asset performance and reduce reactive costs. Confirm all Fire and Life Safety inspections are scheduled, completed, and deficiencies resolved in a timely and compliant manner.
• Partner with Construction Managers on transitions of newly completed properties into the stabilized portfolio; participate in due diligence reviews of potential acquisitions; assess deferred maintenance, capital needs, and operational risk.
• Conduct structured, recurring check-ins with each Pod lead and facilitate regular all-Pod team meetings to communicate priorities, review open work orders, address safety concerns, share performance feedback, and reinforce LMPM service standards. Meeting cadence should include: weekly individual Pod check-ins with each team lead, bi-weekly all-hands Facilities Team meetings, and monthly one-on-ones with direct reports for performance and development conversations.
• Verify the quality of work performed on routine and standard work orders through regular field inspections; physically inspect a representative sample of completed work orders across each Pod on a weekly basis to confirm work meets LMPM quality standards, was completed as described in the PMS, and satisfies resident and property management expectations. Document QC findings and address any substandard work promptly with the responsible team member.
• Establish and communicate clear quality standards for all work order categories; hold Pod leads and technicians accountable to these standards through consistent QC reviews, documented feedback, and incorporation of quality performance into regular performance evaluations.
• Maintain a high standard of product quality during all seasonal turns, unit turnovers, and resident move-outs; conduct or delegate direct physical inspection of each turned or vacated unit prior to releasing it to the Property Management Team for re-occupancy. Verify that all maintenance items are resolved, appliances and systems are functional, life safety devices are tested and operational, and the unit is in a condition consistent with or exceeding LMPM's arrival-ready standard.
• During peak seasonal turn periods, implement an organized Pod-level turn schedule that prioritizes units by vacancy date and target move-in date; track turn completion status in real time through the PMS; communicate daily progress updates to the Director of Property Management and relevant Property Managers to ensure the 7-day unit readiness target is consistently achieved.
• Conduct post-turn quality walk-throughs using a standardized unit readiness checklist; document and photograph unit condition at the point of Facilities sign-off; ensure all QC documentation is retained in the PMS and available to Property Management before any resident access is granted.

Montana Landlord-Tenant Act Compliance

This role operates in compliance with the Montana Residential Landlord and Tenant Act (MCA Title 70, Chapters 24–25) and all applicable federal housing regulations. The Facilities Operations Manager is expected to uphold the following obligations across all managed properties and Pods:

• Unit Entry (MCA §70-24-312): Provide a minimum of 24 hours advance written notice before entering any occupied unit for maintenance or inspection. Emergency entry is permitted without notice when immediate action is required to protect life, safety, or property.
• Habitability (MCA §70-24-303): Maintain all residential units in a fit and habitable condition at all times — including functioning HVAC (minimum 68°F heat), plumbing, hot water, electrical systems, life safety devices, and hazard-free common areas.
• Repair Timelines (MCA §70-24-406): Respond to and resolve reported maintenance deficiencies within required timeframes. Life-safety and habitability issues require immediate response; non-emergency items must be addressed within a reasonable time, generally not to exceed 14 days from written notice. All internal SLAs are designed to meet or exceed these legal thresholds.
• Documentation & Deposit Compliance (MCA §70-25-202): Maintain thorough move-in/move-out condition documentation and photographic records to support legally compliant deposit accounting. All damage documentation and repair cost estimates must be retained for a minimum of 3 years post-departure.
• Non-Retaliation (MCA §70-24-431): All maintenance requests must be logged and acted upon objectively. LMPM prohibits any action that could be construed as retaliation against a resident for a good-faith maintenance request or housing complaint.

Other Duties and Responsibilities

• Perform all duties in a timely manner per LMPM policies and service standards. Meet departmental productivity, organization, and attendance standards. Maintain a positive, respectful attitude and treat all residents, clients, vendors, and co-workers with professionalism at all times.
• Maintain confidentiality of all resident, client, and staff information. Communicate regularly with all employees, supervisors, managers, and directors. Perform work safely and to a high-quality standard. Project a favorable image of Lone Mountain Property Management at all times.
• Must be available for flexible scheduling including evenings, weekends, and holidays; extended hours may be required due to business demands or emergency maintenance. Nothing in this job description restricts management's right to assign or reassign duties at any time.
• This job description is a summary of the typical functions of this position and does not represent an exhaustive list of all duties, tasks, and responsibilities. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Future Scope & Growth

This role is expected to evolve as LMPM's managed portfolio expands through new construction, acquisitions, and geographic growth. Responsibilities may increase in scope and scale over time — including the onboarding of additional work sites, expansion of the Pod structure, and growth of the Facilities Team — to support the Company's broader growth objectives. The Facilities Operations Manager is expected to help build scalable maintenance operations, systems, and team capacity that can accommodate portfolio growth.

What Success Looks Like for this Role

• Ensure compliance with LMPM standards and the housing responsibility matrix, build, document and continuously improve standardized operating procedures
• High-quality operation of the facilities function across all Pods and by the ability to scale that performance as the portfolio grows
• Work order compliance of 95% of work orders resolved within established SLA timeframes
• Unit readiness, consistent achievement of 7 day unit turn target and zero resident move ins with open maintenance deficiencies
• Preventative maintenance completion of at least 95% on schedule and 100% completion of Fire & Life Safety Inspections
• Financial performance within approved budgets and within identified and explained monthly variances within these approved ranges
• Quality standards consistently met on inspected work orders and measurable reduction in rework and repeat requests
• Team performance including full pod staffing, effective onboarding of new hires, consistent training of existing team and strong team retention and engagement. Coach team to deliver and ensure high resident satisfaction with maintenance responsiveness, communication and quality of work
• Monthly one on ones with direct reports
• Strong communication and organizational skills

Experience / Education Required

Bachelor's degree in Facilities Management, Construction Management, or related field required. Four to six (4–6) years of progressive experience in facilities management, property maintenance, construction, or a related field, with demonstrated multi-site or multi-team leadership. Working knowledge of building systems (HVAC, plumbing, electrical, roofing, fire/life safety). Proficiency in Microsoft Office Suite. Ability to read construction documents and contractor scopes of work. Strong communication and organizational skills.

Experience / Education Preferred

Multifamily residential or mixed-use portfolio management experience preferred. Familiarity with HOA structures, property management platforms (Yardi, AppFolio, or similar), and invoice tracking software a plus. Experience managing geographically distributed teams strongly preferred.

Certificates & Licenses

Valid US state Driver's License required. Must be insurable under LMPM vehicle policy for travel between work sites. Montana Property Management Certification is required for this role; candidates who do not hold current certification at time of hire must obtain it within six (6) months of employment as a condition of continued employment.

Computer Skills

Proficiency in Microsoft Office Suite required. Must learn and effectively utilize property management software, work order systems, and invoice tracking tools. Proficiency in PMS for work order logging and tracking across all Pods required.

Language / Math / Reasoning Ability

Able to communicate clearly and professionally with residents, clients, vendors, contractors, and all LMPM departments, both verbally and in writing. Able to read construction and legal documents, financial reports, and contractor proposals. Able to perform complex calculations for budget preparation, variance analysis, CapEx forecasting, and maintenance cost estimation. Able to identify and resolve complex facility issues; evaluate contractor proposals; assess asset lifespan and risk; and make sound, independent decisions in dynamic, multi-site environments.

Work Environment & Physical Demands

This position operates across multiple LMPM-managed work sites requiring regular travel between locations. Work is performed in both office and field settings with frequent outdoor exposure including extreme heat, cold, wind, rain, and snow. The employee may be exposed to construction activity and equipment noise ranging from moderate to loud. The employee must be able to stand and move at a well-paced rate for up to 6 hours and perform physical tasks including, but not limited to, walking, bending, stooping, kneeling, climbing, and repetitive motions. Occasional lifting of up to 25 pounds required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits Offered

Medical

Dental

Vision

Flexible Spending Account

Health Savings Account with Employer Contribution

Employee Life Insurance – paid by Employer

Voluntary Life & AD&D Insurance options

Long Term Disability – paid by Employer

Short Term Disability – paid by Employer

401K Retirement Plan with Employer Match

Identity Theft Insurance

Critical Illness Insurance

Accident Insurance

Pet Insurance

Employee Assistance Program

Paid Time Off

Ski Pass OR Health & Wellness Reimbursement - subject to availability at time of hire

*This position is eligible for a $1,000/month auto allowance, $60/month cell phone reimbursement, and discretionary bonus

LMLC Operations, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.