Property Maintenance & Facilities Coordinator

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HRDC does not discriminate against any person including customers, employees, and applicants for employment on the basis of race, religion, national origin, sex, age, physical or mental disability, gender identity, reprisal, and where applicable, marital status, familial or parental status, sexual orientation, political ideas and beliefs, level of English skills, if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by HRDC, in the performance of contracts and the delivery of services or funding. Not all prohibited bases will apply to all programs and/or employment activities.
Job Opening Date: April 27, 2023
Job Closing Date:Open until filled
Anticipated Start: ASAP
Job Status: This is a full time, regular status position (40 hours/week, Monday-Friday, 8am-5pm)
Wage:$25.00-$27.00/hour, DOE
General Summary of Purpose of this Position:
Performs miscellaneous maintenance and repair tasks on buildings, grounds, and property at assigned complexes. Conducts periodic inspections, performs preventative maintenance, and responds to repair requests. Coordinates service contractors, assists with move-in/move-out inspections, performs required cleaning, coordinates apartment reconditioning between residents, and generally assists the Site Manager to ensure a well kept property. Preferred if tools are owned, some tools and company vehicle can be provided.
Specific Duties and Responsibilities:
This position has the following duties and responsibilities. They are listed starting with the most important. This listing does not include minor duties which constitute less than 5% of the position's time, unless such duties are significantly important or critical to the success of the position. Each of the duties listed below is considered an essential function of this job. (Essential functions are those functions that the employee must be able to perform unaided or with the assistance of a reasonable accommodation. Regular and predictable work schedule and attendance are considered essential functions).
Primary Job Duties and Responsibilities:
Property Maintenance & Facilities Coordinator:
Ensures the property physical condition is maintained in a clean and safe manner. Ensures HRDC's facilities are well kept and functioning properly.

• Responsible for routine inspections of all assigned buildings' common areas and the exterior grounds. This includes, but is not limited to: laundry rooms, hallways, store rooms, porch/deck areas, stairways, sidewalks, parking lots, mechanical equipment, play areas, trash containers, and landscaping. Performs pickup of loose trash and debris in the buildings and on the grounds. Performs maintenance as needed and coordinates with contractors as necessary.
• Conducts scheduled preventative maintenance for all household machinery and mechanical equipment, including heating, plumbing, smoke detectors, and security lighting
• Conducts routine inspection of building envelope including roof, gutters, downspouts, exterior walls, foundation, windows and door
• Maintains an inventory of general maintenance supplies
• Responsible for proper storage of any yard and garden equipment assigned to the rental complex

Property Upkeep:
Coordinates services necessary to the maintenance of the rental complex and HRDC facilities.

• Notifies Supervisor of repairs needed & obtains authorization for repairs that exceed budgetary authority
• Participates in coordination & scheduling of repair and maintenance needed by licensed trades
• Performs maintenance as required and coordinates with contractors as necessary
• Assists with required cleaning/reconditioning of vacated units
• Performs other duties as repairing and painting sheetrock, doors, screens, windows, locks, cabinets, shelves, stairs, sinks, toilets and flooring
• Performs some electrical work not requiring a licensed electrician
• May perform lawn care, maintains sprinkler systems and performs snow removal per needs of individual property
• May supervise a small crew of workers on temporary assignment
• Assists in resident move-in/move-out inspections, coordinating with Site Manager to minimize number of visits to the unit

Contractor Interaction:

• Assign and monitor contractor's work
• Answer contractor's questions about projects
• Provide general oversight of independent contractors
• Inspect completed jobs to assure compliance with audit results

Communication:

• Interacts and communicates with people representing a wide variety of professions and businesses.
• Communicates both personally and impersonally through oral and written directives and memoranda
• Maintains spirit of cooperation and understanding among tenants; and work group members
• Handles requests for repairs and maintenance
• Maintains detailed work records and inspection reports per procedures
• Maintains a detailed record book listing all queries, assistance calls or requests, resident interaction difficulties keeping Supervisor advised
• Assists residents with routine problems per the Residents Handbook
• Receives calls and responds to lock outs, accidents/emergencies per established procedures
• Assists in enforcing lease agreements and Residents Handbook terms and conditions

Knowledge Skills and Abilities
Language Skills:

• Read, write and speak basic English sentences.

Mathematical/ Money Handling Skills:

• Basic counting skills.
• Add, subtract, multiply, and divide simple numbers.

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer Skills:

• Words per Minute Computer Keyboard Required : basic keyboarding skills
• 10-Key Strokes per Minute Data Entry Required: basic entry level skills

Specialized Office Equipment:

• Operate copier, scanner, fax machine to send or receive documents
• Other (Specify): Cell phone

Computer Software and Operating Systems

• Utilize computer spreadsheet (Excel) to input, format, and edit data and save, print, or transmit data.
• Utilize computer word processing (Word) to input, format, and edit documents and save, print, or transmit documents.
• Utilize internet/ e-mail to access, compose, send, retrieve, save, print, or transmit documents, or data files or electronic communication.
• Operate personal computer with Windows operating system to start programs, input, format, and edit data files and print or transmit data.
• Utilizes proprietary, custom or online programs or data bases to input, format and edit data and save, print or transmit data. Specify Software: YARDI Property Management Software.

Specialized Tools (Non-Computer):

• Must utilize own tools

HRDC, professional or Governmental Policies and Regulations:

• State or Federal Regulations or Laws (List by Name): Montana Landlord and Tenant Act
• Agency Policies or Procedures (List by Name): HRDC policies and procedures, knowledge of property management objectives, policies, and procedures
• Specialized Professional or Industry Guidelines/Standards: Fair Housing Regulations
• All HRDC Policies and Procedures

Drivers Licenses Required for Performing this Position:

• Montana Class D Driver License and appropriate insurance

Professional Licenses or Certifications Required by Law, Rule or Regulation for Performing this Position:

• None

Licenses or Certifications That Would Be Useful but Are Not Required:

• Building Operator
• Boiler Operator

Other Required Knowledge, Skills or Abilities:

• Basic skills in carpentry, painting, plumbing, and plastering.
• Ability to effectively work and communicate with a wide range of individuals from all socio-economic groups.
• Ability to read, interpret and implement documents such as governmental regulations, rules, and procedure manuals.
• Ability work with minimal supervision and effectively manage work flow.
• Ability to respond effectively to the most sensitive inquiries or complaints from residents.
• Ability to work well with vendors and residents.
• Shows initiative in keeping the assigned rental complex in good, repaired, clean appearance.
• Ability to control maintenance and repair costs.
• Ability to prepare and present clear and accurate records and reports in a timely manner.
• Ability to handle difficult situations in a calm and professional manner.

Essential Physical, Mental and Emotional Requirements of this position
The following physical, mental and emotional abilities are considered essential to perform the duties listed above:

• Frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear
• Regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 80 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Ability to perform multiple tasks simultaneously, must be able to work under time and/or deadline pressures.

Education and Experience:
Education: The following course(s) of study or class work usually provides the required knowledge skills and abilities to perform the duties of this position:

• Graduation from high school or GED required.

Experience: The following kinds of experience usually provide the required knowledge skills and abilities to perform the duties of this position:

• At least one year of experience in Property Maintenance or related field required.
• Two years of experience in this field preferred.
• Experience in maintaining records and reports required.

Supervision
Supervision Received:

• Works under general supervision of the Project and Facilities Manager that assigns and checks work.

This position directly/indirectly supervises the following position(s):

• Janitorial Staff
• Labor
• Independent Contractors

This position has the following supervisory responsibilities:

• May provide supervision to a small number of seasonal/temporary workers. The employee will inspect work in progress by vendors and upon completion.

Decisions
Impact of Decisions and Errors Made by Position:

• Decisions, final recommendations, and/or errors primarily affect this position but may directly affect the provision of timely, accurate and/or acceptable services to clients.

Judgment Required to Make Decisions:

• Requires judgment to solve day-to-day problems, but usually within established procedures, guidelines, and precedents.

Exception Authority:
Financial Responsibility

• This position is accountable for the following company money, funds, and budgets: property operating maintenance expense budgets.
• This position is authorized to sign the following documents and forms: Purchase orders up to $500.

Personal Contacts

• This position does not have the authority to authorize exceptions to program policy or procedure.

The incumbent is responsible for the following personal contacts (either in oral or written form) when performing the Duties and Responsibilities of the Position:

• Daily contact and interaction with tenants and co-workers.
• Weekly contact and interaction with supervisor.

Confidentiality:

• The incumbent may work with confidential data. Effect of disclosure confined to one program.

Working Conditions
The incumbent is exposed to the following unusual, potentially hazardous or unpleasant working conditions:

• Weekly or more frequent operation of a motor vehicle under all weather conditions.
• Weekly or more frequent exposure to angry clients.
• Weekly or more frequent exposure to risk of cuts, burns, shock or other minor injuries (not requiring hospitalization).
• Weekly or more frequent exposure to animal bites or injuries caused by animals.
• Weekly or more frequent exposure to unpleasant substances, odors or noises.
• Weekly or more frequent requirement to work above ground level on ladder or scaffold.