http://allcitymanagementgroup.com

Divisional Director of Property Management Job

Blog post   •   Dec 14, 2011 16:53 EST

ESSENTIAL FUNCTIONS:
* Conducts a pre-scheduled annual review 
of each community, to determine the 
capital needs for the following fiscal 
year and develop a baseline for major 
systems, and New Economics projects five 
years forward. Schedules a site visit to 
each community each year. 
* Completes an evaluation of the major 
systems, New Economics, structural, 
mechanical, and Life Safety systems. 
Provides a written report, of the 
condition of the community to the 
Divisional team and Asset Management. 
Report includes assessment of systems, 
structure and anticipated Capital costs 
of identified deficiencies in a probable 
cost table.
* Communicates projects, training, 
technical follow-up and support. 
Communicates with the Divisional Vice 
President regarding division needs. 
Communicates weekly with the Divisional 
team and Asset Management regarding 
local community needs. Communicates site 
visit issues and plan of action with 
Executive Director and Maintenance team. 
Distributes Site Visit Report to the 
Divisional team and Asset Management.
* Provides communication relating to the 
status of the capital budget to 
Divisional team; to include 
communicating current spend levels in 
the Routine, Unit Turn and expense spend 
in R&M. Also, monitors trends developing 
in the Divisional Capital Routine, Unit 
Turn, Repairs & Maintenance and contract 
spend as well as strategy on responding 
to unplanned or escalating expenditures. 
Provides information to control the 
spend of the Capital budget. Manages the 
Routine, and Unit Turn spend.
* Provides monthly reports to the 
Divisional team reviewing major 
projects, funding, trends and deferrals 
for unplanned capital expenditures, and 
develops a strategy on responding to 
unplanned expenditures. Implements on 
going spend down report for each 
community maintenance operation. 
Provides training support for e-Pro, 
Unit Turn and report access with-in the 
division. Utilizes Peoplesoft and 
financial reports assisting the division 
team in the decision-making process for 
capital spend and controlling operations 
cost to include; utilities, maintenance 
labor, R&M expenses and capital. 
Distributes reports to Divisional team 
and Asset Management.
* Ensures each community has an 
operating Preventative Maintenance 
program in place. Each community will 
submit completed Preventative 
Maintenance summary to Divisional 
Property Manager on a monthly basis. 
Tracks R&M expenses, tracking trends on 
a monthly basis to identify target 
communities needing assistance with 
implementation or follow-through with 
their Preventative Maintenance program.
* Tracks to ensure Life Safety systems 
testing and reporting are completed and 
reported at required intervals. All Life 
Safety testing reports are cataloged and 
retained by the Divisional Property 
Manager. Additionally, maintains 
vehicles log, demonstrating type and 
frequency of vehicle maintenance. 
* Participates as part of the division 
team ensuring projects meet the needs of 
the business. Manages projects, defining 
scope of work, assessing financial 
impact, project cost, and project 
schedules. Ensures projects completes on 
time and in budget. 
* Determines needs for training within 
the division. Provides leadership and 
community training related to reporting 
and requisitioning systems. Implements 
skills training into community 
maintenance operations. Training will be 
specific to division and community 
needs; Life Safety, HVAC, repairs and 
maintenance capabilities, etc.
* Training will be documented and 
follow-up will be preformed at 6 month 
intervals to ensure skills are 
understood and being implemented. Trains 
maintenance operation staff on how to 
interpret spend down sheet and ways to 
reduce internal costs. Schedules 
routine monthly maintenance calls to 
cover topics that will motivate and 
train them on skills that will reduce 
the need for external contractors. Cross 
fertilizes ideas that have worked in 
other communities.
* Works with vendors to maintain safety 
and OSHA standards and job site safety. 
* Participates with Executive Directors 
in interviewing, hiring and training new 
maintenance personnel, in addition to 
the evaluation and disciplinary process.


Education and Experience
Bachelor's degree required; multi-site 
asset management experience; and five 
years related experience and/or 
training; or equivalent combination of 
education and experience. Must be able 
to demonstrate knowledge of electrical 
circuitry, mechanical aptitude, and 
blueprint reading and interpretation. 
Knowledge of basic construction 
techniques with a background in project 
management desired.
Certifications, Licenses, and other 
Special Requirements
Must have a valid driver's license and a 
current 3-year driving abstract with no 
more than one moving violation as a 
condition of employment.
Management/Decision Making
Applies existing guidelines and 
procedures to make varied decisions 
within a department. Uses sound 
judgment and experience to solve 
moderately complex problems based on 
precedent, example, reasonableness or a 
combination of these. Experience in 
managing and mentoring maintenance 
technicians. Demonstrated leadership 
experience. Demonstrated ability to 
influence and partner with key 
stakeholders. Strong delegation and 
management skills. May supervise 
workflow of maintenance workers in 
assigned communities.
Knowledge and Skills
Has a working knowledge of a skill or 
discipline that requires basic analytic 
ability. Has an overall understanding 
of the work environment and process. 
Has working knowledge of the 
organization. Strategic decision making, 
strong communication skills and 
effective multi-tasking and 
prioritization skills are essential.