Manager of Maintenance in Vineland, New Jersey at HOUSING AUTHORITY OF THE CITY OF VINELAND

Position Summary

The Manager of Maintenance is responsible for planning, directing, and overseeing all maintenance, repair, construction, and facility operations for Housing Authority properties, buildings, and grounds. The position ensures that all properties remain safe, habitable, and compliant with HUD requirements, applicable regulations, and agency policies. The Manager of Maintenance supervises the maintenance supervisor, manages budgets and resources, oversees contractors, and ensures the timely and effective delivery of maintenance services.
Essential Job Functions

1. Maintenance Operations and Supervision
Plan, organize, assign, supervise, and evaluate the daily activities of maintenance staff.

Oversee the work order system, prioritize service requests, and ensure timely completion of routine, preventive, and emergency repairs.

Conduct regular property inspections and coordinate annual inspections, preventive maintenance, and corrective actions.

Monitor staff performance, complete evaluations, recommend disciplinary actions, and identify training and professional development needs.

Manage employee schedules, leave requests, and on-call coverage to maintain adequate staffing.

Ensure maintenance policies, procedures, safety standards, and customer service expectations are consistently followed.

2. HUD Compliance and Property Standards

Ensure maintenance operations comply with HUD regulations, Public and Indian Housing (PIH) requirements, applicable building codes, and agency standards.

Maintain properties in a safe, sanitary, and habitable condition and ensure readiness for HUD/REAC inspections.

Develop and implement preventive maintenance plans, annual inspection schedules, and quality assurance procedures.

Maintain accurate maintenance records, inspection reports, work orders, and supporting documentation.

Identify deficiencies and coordinate timely corrective actions to maintain property standards.

3. Budget and Resource Management

Develop, monitor, and manage the Maintenance Department’s annual budget in coordination with agency management and Finance.

Monitor expenditures, control costs, and ensure maintenance expenses are properly documented and allocated to the appropriate properties.

Oversee inventory management, equipment, tools, and supplies to maintain adequate stock and minimize waste.

Identify operational needs and recommend cost-effective improvements, equipment purchases, and resource allocations.

Support short- and long-term maintenance planning and capital improvement initiatives.

4. Procurement and Contract Management

Coordinate maintenance-related procurement in accordance with NJ Public Contract Law, applicable regulations, and agency procurement policies.

Oversee contractors and vendors providing maintenance, repair, landscaping, painting, flooring, elevator, and other facility services.

Monitor contractor performance, verify compliance with contract specifications, and ensure work is completed within established timelines and budgets.

Coordinate with the Purchasing Department to support solicitations, purchase orders, contract administration, and vendor performance reviews.

Assist with capital improvement and extraordinary maintenance projects, including reviewing plans, attending preconstruction meetings, and monitoring construction activities.

5. Emergency Response and Risk Management

Coordinate responses to emergency maintenance requests, urgent repairs, and property-related safety concerns.

Support after-hours emergency maintenance operations and coordinate with on-call personnel, contractors, and management as needed.

Implement and maintain the agency’s disaster recovery and emergency maintenance plans.

Identify potential property risks, recommend corrective measures, and ensure compliance with workplace safety requirements.

Ensure maintenance staff use appropriate safety equipment and follow established safety procedures.

6. Customer Service and Interdepartmental Coordination

Respond to resident maintenance concerns, complaints, and service requests, escalating matters to management when appropriate.

Maintain effective communication with residents, property management, Housing Operations, Finance, Purchasing, and other departments.

Coordinate maintenance activities to minimize disruptions to residents and support efficient property operations.

Provide regular reports to management on work orders, maintenance activities, staffing, expenditures, inspections, and operational performance.

Identify opportunities to improve service delivery, operational efficiency, and resident satisfaction.

7. Records, Reporting, and Administrative Responsibilities

Maintain accurate computerized records of work orders, inspections, repairs, materials, equipment, and maintenance expenditures.

Utilize Yardi, TenMast, Emphysis, or comparable maintenance management systems to track workflow and monitor performance.

Prepare monthly reports, operational updates, budget information, and other documentation as required by management.

Maintain organized maintenance facilities, workshops, storage areas, equipment, and inventory.

Perform other related duties as assigned.

Required Knowledge, Skills, and Abilities

Demonstrated knowledge of and practical experience in the safe operation, inspection, troubleshooting, and routine maintenance of equipment and machinery used in facility maintenance and repair.

Knowledge of maintenance operations, facility management, building systems, construction, and repair practices.

Knowledge of HUD regulations, PIH standards, property inspection requirements, and applicable safety standards.

Demonstrated ability to supervise, train, evaluate, and manage maintenance personnel.

Experience with budget preparation, expenditure monitoring, inventory control, procurement, and contract management.

Ability to plan, prioritize, and coordinate routine, preventive, and emergency maintenance activities.

Ability to manage contractors, monitor project performance, review specifications, and evaluate completed work.

Proficiency in computerized maintenance management systems, work order tracking, reporting, and Microsoft Office applications.

Strong organizational, communication, problem-solving, customer service, and conflict-resolution skills.

Ability to establish and maintain effective working relationships with residents, employees, vendors, contractors, consultants, and government officials.

Ability to prepare reports, estimate repair costs, develop specifications, and recommend operational improvements.

Knowledge of safe work practices, equipment operation, hazardous materials handling, and workplace safety requirements.

Minimum Education, Training, and Experience

Graduation from an accredited two- or four-year college or university, preferably with coursework in construction management, public administration, property management, urban studies, or a related field, or an equivalent combination of education, training, and experience.

A minimum of four years of progressively responsible experience in maintenance operations or facility management, including at least one year of supervisory or leadership experience; two years of supervisory experience preferred.

Experience in public housing, residential property management, or working with underserved populations is preferred.

A minimum of five years of relevant experience is preferred for the position.

Special Requirements

Valid driver's license.

Knowledge of HUD housing regulations and maintenance standards

Ability to participate in emergency response and after-hours maintenance support as required.

Physical Requirements

Ability to walk and inspect buildings, grounds, and facilities.

Ability to work in varying environmental conditions, including hot, cold, damp, dusty, and noisy areas.

Ability to stand for extended periods and bend, stoop, kneel, and access maintenance work areas.

Ability to lift up to 50 pounds without assistance.

Ability to safely navigate properties, construction areas, and maintenance facilities.

Benefits:

Dental insurance
Flexible spending account
Health insurance
Life insurance
Paid time off
Retirement plan

License/Certification:
NEW JERSEY DRIVER'S LICENSE (Required)
Work Location: In person.

New Jersey Residency Requirement
In accordance with the New Jersey First Act (N.J.S.A. 52:14-7), employees of public agencies in the State of New Jersey are generally required to establish and maintain principal residence within the State of New Jersey as a condition of employment, unless otherwise exempted by law. Applicants should review the requirements of the New Jersey First Act to determine their eligibility.