Facilities Manager

Schedule: Monday through Friday 8:30 a.m. - 5:00 p.m. Occasional after-hours or weekend availability may be required to respond to property-related emergencies.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As a key employee liaison between the client and KWPM services & internal support staff, the Facilities Manager must perform the job duties with a view toward projecting a professional and competent image: Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key.

The position is fundamental to the operational functions of the Property and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skills. Below are some fundamental responsibilities of the job;

Property Inspection & Condition Monitoring

- Conducts regular inspections of common areas, roadways, sidewalks, lighting, drainage, and community facilities (e.g., clubhouses, pools, fitness centers, and other amenities) to identify safety, maintenance, landscaping, and appearance concerns.

- Evaluates issues identified during inspections or reported by residents, determines the appropriate response, and prioritizes corrective action based on safety and operational impact.

- Ensures facilities and equipment are clean, safe, and ready for regular use and special events.

Maintenance & Work Order Management

- Oversees the full lifecycle of maintenance work orders — assigning, tracking, monitoring progress, and ensuring timely, quality completion.

- Determines whether repairs can be handled internally or require an outside contractor, and coordinates the appropriate response.

- Maintains a preventive maintenance program for facilities and equipment, including maintenance schedules and service documentation.

- Maintains files of warranties, licenses, inspections, service agreements, contracts, and maintenance records for equipment and facilities.

Vendor & Contractor Management

- Obtains and reviews vendor proposals and repair estimates and provides recommendations to management for approval.

- Monitors vendor and contractor performance — including landscaping and other service contracts — to ensure work meets contractual and quality expectations; coordinates site access and follow-up on deficiencies.

Budget & Financial Oversight

- Collaborates with management to prepare, implement, and monitor the maintenance and facilities budget, including payroll projections and capital planning.

- Controls costs and manages expenditures within approved budget guidelines; obtains competitive pricing and purchases materials and supplies as needed.

- Maintains inventory of equipment, parts, and supplies required to support ongoing operations.

Resident, Board & Committee Support

- Responds to resident inquiries and concerns regarding common-area conditions, escalating significant or unbudgeted issues to management as appropriate.

- Provides technical facilities information, status updates, and written recommendations to management, the Board, and committees; attends relevant meetings and follows up on resulting action items.

Safety & Emergency Response

- Identifies hazards during inspections and directs immediate mitigation; restricts or shuts down areas or equipment when needed pending repair.

- Responds to facility and equipment emergencies, including after-hours situations, to protect resident safety and minimize operational disruption.

- Performs other duties as assigned.

Supervisory Responsibilities:

- Supervises and assigns tasks to maintenance and groundskeeping staff; directs daily workflow, scheduling, and staffing to meet operational needs.

- Trains staff on procedures, equipment, safety expectations, and property standards.

- Conducts timely and constructive performance evaluations; addresses performance or attendance concerns and reviews staff timekeeping and time-off requests.

- Motivates staff to comply with the Association's and company's safety standards.

Work Environment

This position regularly works both indoors and outdoors and is frequently exposed to fumes or airborne particles, moving mechanical parts, and vibration. Occasional exposure to a variety of outdoor and job-site conditions should be expected, and noise levels at job sites can be loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing all day. Position requires occasional exposure to the outdoor climate and weather conditions.

- Regularly required to talk, hear, stand, walk, bend, kneel, stoop, crouch, crawl, and climb throughout the workday.

- Occasional exposure to outdoor climate and weather conditions.

- Prolonged periods sitting at a desk and working on a computer.

- Must be able to lift up to 15 pounds at times.

- Must be able to access and navigate all areas of the facilities and company equipment.

Position Type/Expected Hours of Work

This is a full-time, exempt position. Days and hours of work will be determined by the property. This schedule may change to accommodate the business needs of the property.

Travel

Some travel for meetings and training may be required.

Required Education and Experience

- High school diploma or equivalent required; Associate's degree preferred.

- Minimum two to four years of general experience in building trades, repair and replacement maintenance, or handy-work, including experience supervising team members.

- Ability and willingness to drive for work purposes and to respond to property emergencies, including outside of normal business hours.

- Effective written and verbal communication skills, with the ability to prepare professional reports and recommendations for management, the Board, and the client.

- Intermediate proficiency in MS Office.

- Must possess a valid driver's license.

- Must pass a pre-employment drug screening and background check.

- Basic working knowledge of HVAC, plumbing, electrical, and irrigation systems.

- Working knowledge of project management and the competitive bidding process, with the ability to develop detailed Requests for Proposal (RFPs) and Scopes of Work (SOWs) for facility maintenance and capital projects.

- Experience managing similar community facilities, equipment, and events preferred.

Preferred Certifications

Additional consideration will be given to candidates holding one or more of the following:

- Certified Pool Operator (CPO), or an equivalent state-recognized certification such as the Florida Public Pool Specialist (FPPS).

- ServSafe Food Handler certification or Certified Food Protection Manager (CFPM).

Core Behaviors

- Team Player — works well as a member of a group.

- Dedicated — devoted to a task or purpose with loyalty and integrity.

- Enthusiastic and thought-provoking — brings energy and sound judgment to the role (preferred).

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.