About this role
JOB SCOPE:
The Administrative Superintendent is a portfolio-level Facilities position responsible for providing technical and operational support across PCMHs residential properties. The role combines hands-on building maintenance knowledge with administrative oversight to support building operations, preventive maintenance, work orders, inspections, vendor activity, and corrective action.
Working closely with Site Superintendents and the Facilities Operations Coordinator, the Administrative Superintendent assesses building conditions, provides field support, verifies completed work, identifies and escalates significant issues, and ensures Facilities-related matters are appropriately documented and followed through to resolution. The position requires independent judgment, strong organizational skills, technical knowledge, and the ability to proactively identify and address operational concerns.
ESSENTIAL FUNCTIONS:
Portfolio Building Operations & Field Support
Routinely travel among PCMH residential properties to assess building conditions and provide technical and operational support to Site Superintendents.
Provide temporary Superintendent coverage or supplemental field support when operationally necessary.
Troubleshoot plumbing, heating/boiler, HVAC/PTAC, minor electrical, doors, locks, fixtures, life-safety, and other routine building conditions.
Perform or assist with routine repairs, emergencies, turnovers, inspections, and other Facilities priorities within the scope of the position.
Assess building conditions to determine appropriate corrective action, including whether work can be completed internally or requires vendor or leadership escalation.
Identify and escalate recurring, systemic, safety, habitability, compliance, or operational concerns.
Work Orders & Preventive Maintenance
Monitor open, aging, and high-priority work orders and assist Site Superintendents with prioritization and barriers to completion.
Ensure significant work is appropriately documented and verify field conditions or completed work when necessary.
Monitor preventive-maintenance requirements and support seasonal preparation, including heating, cooling, and winterization activities.
Identify recurring maintenance issues and support timely resolution of outstanding work.
Facilities Operations Coordination
Partner with the Facilities Operations Coordinator to maintain accurate tracking of maintenance issues, incidents, inspections, vendor activity, preventive maintenance, and outstanding Facilities items.
Provide technical guidance and operational prioritization for tracked issues and coordinate access, materials, deadlines, and responsible parties as needed.
Follow up on unresolved or high-risk items and ensure appropriate documentation and escalation.
Building Systems & Incident Response
Maintain portfolio-level awareness of major building systems, including heating/boilers, HVAC/PTAC, plumbing, electrical, fire/life-safety, elevators, security/access control, intercoms, doors/locks, and building-envelope conditions.
Respond to significant building incidents, outages, system failures, and recurring service issues by assessing conditions and supporting immediate stabilization and corrective action.
Review service reports and recommendations and monitor required repairs or remediation through completion.
Vendor, Inspection & Regulatory Coordination
Coordinate with the Facilities Operations Coordinator on vendor scope, scheduling, access, and follow-up.
Review and verify significant vendor work and identify incomplete or deficient services.
Support invoice validation by confirming that documented work or services were performed.
Support HPD, DOB, FDNY, OMH, HUD, and other applicable inspections and follow through on Facilities-related deficiencies and corrective actions.
Escalate conditions presenting significant regulatory, safety, or habitability concerns.
Assets, Equipment & Supplies
Support controls and records for Facilities equipment, tools, appliances, supplies, keys, and access devices.
Monitor equipment condition and essential supply levels and identify missing, damaged, obsolete, or replacement-needed items.
Support standardized asset tracking and verification of materials and equipment received.
Systems, Documentation & Reporting
Utilize RealPage and other established systems to document and track Facilities activities, responsibilities, and deadlines.
Maintain accurate records of field findings, completed work, building conditions, and outstanding actions.
Provide timely status updates and ensure discrepancies between reported and actual field conditions are appropriately addressed.
Qualifications
EDUCATION AND SKILLS:
Minimum seven (7) years of progressively responsible experience in facilities operations, residential building maintenance, property operations, Superintendent/Assistant Superintendent work, or comparable building operations.
Experience supporting building operations across multiple properties.
Experience in multifamily residential, supportive housing, residential property management, or a similar building environment.
Experience coordinating vendors, contractors, inspections, preventive maintenance, and corrective work.
Experience responding to building maintenance issues, system failures, and operational emergencies.
Experience maintaining work orders, Facilities records, equipment/asset records, or other operational documentation