Director Of Maintenance And Project Management

EMPLOYMENT: Regular / Full-Time
COMPANY: Aperion Management Group
LOCATION: Bend, Oregon
REPORTS TO: Ownership
WAGE RANGE DOE: $70,000 - $75,000 Base Annual Salary. Incentive Bonus Paid Quarterly.
SUPERVISES: Maintenance staff members and Handyman Business

WHO IS APERION:
Aperion Management Group, LLC is an Accredited Association Management Company (AAMC) based in beautiful Bend, Oregon. We specialize in Homeowners’ Association (HOA) management throughout Oregon, including Bend, Redmond, Medford, Eugene, Salem, Portland and surrounding areas. Our mission is to provide service to the homeowners of our clients that exceeds industry standards and enhances their sense of community.

We help solve problems. Our office is fast paced, demanding at times, but above all, we have created a culture that embraces a “team” philosophy (#teamAperion!). Our staff cites our culture, life/work balance and potential for growth as the top reasons they choose to work for Aperion.

We believe in setting standards for our market and leading the charge in innovation by offering cutting edge technology for our management, accounting, and maintenance services.

Job Summary: The Director of Maintenance and Project Management is a role that includes the wearing of multiple hats: The management of Aperion’s on-site maintenance staff; the Management of Aperion’s handyman service, AMG Fix-It, and the management of special maintenance projects of all sizes as directed by our client’s Board of Directors.

The DOMPM is responsible for the day-to-day operation of Aperion Management Maintenance Contracted Associations and all affiliates. The DOMPM shall plan construction projects and oversee progress in a timely and cost-effective manner. DOMPM will be responsible for contracts, budgeting, organization, implementation, and scheduling of projects and shall strive to create an exceptional experience for all clients, third-party contractors, Board members, owners, and guests by providing outstanding service. DOMSP will be skilled at getting the best out of the people and projects they oversee. The DOMPM thrives when planning projects and working with project teams. DOMPM responsibilities will also include coordinating internal resources and third parties/vendors for the high level execution of projects. They will ensure that all projects are on time, within scope and within budget and ensure resource availability and allocation.

DOMPM maintenance-specific duties involve sustaining a superior level of maintenance, including maintenance training; development of Emergency Operating Procedures, Standard Operating Procedures, MSDS binder development; maintenance budget monitoring and reporting; vendor contract compliance assurance; contractor Scope(s) of Work development; reserve study analysis; OSHA compliance; maintenance equipment purchases; maintenance issue troubleshooting and analysis; mechanical systems trend analysis; identifying employee staffing needs; assisting in company policy development; assisting in developing employee performance standards and reviews; accurately recording billable items and ensuring proper invoicing is conducted; ensuring proper policies and procedures are followed for contractors/vendors; ensuring proper chemical storage and application and emergency response calls.

DOMPM will be responsible for managing Aperion’s handyman company, AMG Fix-It, which may include responsibilities such as developing systems for scheduling and organizing jobs, facilitating scheduling with clients and maintenance staff, analyzing and determining skill and material/tool requirements prior to scheduling. DOMPM will work closely with Owners of the company, as well as the Marketing Director to facilitate planning for advertisement and growth of the company.

DOMPM will be responsible for building professional relationships with the owners and staff of the on-site hospitality company in place at some client sites. (Do we need the On-Site hospitality company portion??)

DOMPM will also be the maintenance/contractor/contractual point of contact to the Community Managers for all the communities that Aperion manages.

Essential Job Responsibilities: (whoa- super overwhelming…edited to create more readability)

General Responsibilities:

• Develop and maintain relationships with contractors to ensure Aperion stands out as a preferred business partner.
• Maintain a strong knowledge of plumbing, electrical, carpentry
• Oversee the daily operations of AMG fix it
• Be a proper representative of Aperion at company fundraisers/functions
• Communicates effectively and maintains productive relationships with coworkers, clients, and other contacts outside the Company
• Follows detailed written and oral instructions
• Multitasks and adjusts priorities in a fast-paced environment, while maintaining focus and managing disruption and/or unexpected needs
• Accepts feedback from a variety of sources and constructively manages any conflicts
• Consistent and predictable in-person attendance

Staff Management/AMG Fix-It Management:

• Ensure daily inspections of Maintenance and Grounds personnel are being properly performed
• Write, review and perform performance reviews with all maintenance employees
• Review all timecards for all maintenance staff for accuracy and review/approve time-off requests
• Maintain a safe and pleasant work environment at multiple properties
• Maintain employee morale

• Assist Community Managers with their construction projects
• Cover full shifts at on-site properties when necessary
• Assist with/ perform snow removal at on-site properties
• Deescalate situations involving unhappy/confused owners
• Treat all company property, supplies and equipment responsibly and promptly arrange for approval for replacements, if deemed necessary
• Develop and maintain a safety training protocol
• Write and develop SOP’s
• Perform maintenance inspections and site walks
• Recruit and hire employees for maintenance positions
• Facilitate scheduling and completion of handyman jobs for AMG Fix-It

Project Planning:

• Forecast reserve study projects for all Aperion associations
• Build RFP’s for multiple projects and assist community managers with RFP’s for their projects
• Build bid packets and find acceptable contactors for the packets whether local or in other areas
• Think of outside the box ideas to save associations money

Project Management:

• Delivering projects on time, within budget and scope
• Attend Board meetings as subject expert and draft Issue Summaries for projects, as required
• Compile and write weekly/daily progress reports for all ongoing projects
• Follow up/report on compliance issues as required
• Attend and/or facilitate meetings when required with Board members/committees
• Interact with other staff in a professional manner, assisting other staff with necessary information/ projects
• Work to accomplish the priorities and timelines set by the Board of Directors/Community Management and Aperion owners
• Monitor project activity for compliance with all governing documents of the Association any discrepancies to the proper associations Community Manager
• Perform pre-construction meetings as an expert for the association and conduct daily inspections of all projects
• Provide ongoing support to all contractors within the jurisdiction of the CC&R’s and Bylaws or other Association documents

• Help resolve construction project issues for owners and their guests promptly, and in a diplomatic and tactful manner, respond to phone calls and emails in a timely manner
• Instill a calm, organized approach in all stressful situations
• Maintain OSHA guidelines to ensure each project maintains a safe, compliant work environment and operate all equipment safely
• Maintain a professional appearance, demeanor and attitude
• Communicate all pertinent information to the Community Manager or in absence of the Community Manager to the Senior Community Managers or the President of the Association

Qualifications:

• Bachelor's degree in Engineering or Construction Management or similar field or 7-10 years of management experience and project management experience strongly preferred
• Proven successful leadership or supervisory role
• Advanced computer skills with MS Office Suite
• Solid organization, written and verbal communication skills
• Efficient in time management, the ability to multi-task and adhere to/meet deadlines along with a strong attention to detail
• Experience with financial and construction project management software
• Must have a strong customer-oriented approach, demonstrated professional demeanor
• Current driver's license and insurable driving record

To do this kind of work, you must be able to:
Be flexible, able to think on their feet, be budget-conscious for clients, be team-first, lead by example, be a positive representative of the core values of Aperion Management Group and have excellent communication skills.

This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and perform any other work-related duties requested by his or her supervisor.