Manager of Maintenance and Construction

Description

Manager of Maintenance and Construction

Location: Philadelphia, PA

Reports To: Property Manager

Matrix Relationship: Chief Financial Officer (COO), Director of Real Estate

Position Summary

The Manager of Maintenance and Construction is a hands-on supervisory role responsible for overseeing all maintenance operations and construction-related activities across Xiente's affordable housing portfolio and nonprofit commercial spaces. This position leads the maintenance team in delivering timely, high-quality responses to tenant maintenance requests, executing preventative maintenance programs, managing capital improvement and rehabilitation projects, and ensuring that all properties are maintained in compliance with applicable habitability standards, building codes, and regulatory requirements. The Manager serves as the primary point of operational accountability for the physical condition and long-term integrity of Xiente's real estate assets.

Primary Responsibilities

I. Maintenance Operations & Team Leadership

1. Supervise, develop, and evaluate the maintenance team, establishing clear performance expectations, conducting regular check-ins and formal reviews, and fostering a culture of accountability, quality, and professional growth.

2. Oversee the intake, triage, assignment, scheduling, and resolution of all tenant maintenance requests across Xiente's affordable housing portfolio, ensuring compliance with lease obligations, habitability standards, and applicable response-time requirements.

3. Manage maintenance operations for nonprofit commercial spaces, coordinating routine repairs, systems upkeep, and improvement projects with internal staff and external vendors.

4. Develop, implement, and manage a comprehensive preventative maintenance program for all facilities, building systems, and equipment to minimize emergency repairs, extend asset useful life, and protect long-term capital reserves.

5. Maintain the maintenance management and work order system (AppFolio or equivalent), ensuring timely logging, status updates, completion documentation, and performance reporting on all work orders.

6. Conduct routine property inspections to assess physical conditions, identify deferred maintenance, and generate written reports with prioritized recommendations.

7. Manage unit turnover operations, coordinating make-ready scope, scheduling, and quality control to meet occupancy timelines and minimize vacancy loss.

II. Construction & Capital Project Management

1. Manage capital improvement, rehabilitation, and renovation projects from planning through closeout, including scope development, budgeting, scheduling, contractor procurement, quality assurance, and lien waiver and documentation management.

2. Partner with the Director of Real Estate and Real Estate Development team on new construction and acquisition-rehabilitation projects, providing construction management support during predevelopment, construction, and lease-up phases.

3. Prepare and manage project budgets, track expenditures against approved scopes, and provide regular cost-to-complete reporting to the Director of Real Estate.

4. Coordinate with architects, engineers, and general contractors to ensure construction activities meet design specifications, local building codes, and funder requirements.

5. Support preparation for and response to property inspections conducted by regulatory agencies, including HUD, PHFA, and local code enforcement, and coordinate timely resolution of any findings.

6. Manage warranty claims and punch-list resolution on newly constructed or rehabilitated properties through the applicable warranty period.

III. Vendor & Contract Management

1. Source, evaluate, and manage relationships with licensed contractors and vendors for specialized trades, including HVAC, plumbing, electrical, roofing, pest control, and landscaping.

2. Develop and maintain a qualified vendor roster; ensure all vendors carry appropriate licensure, insurance, and certifications prior to engagement.

3. Prepare and review scopes of work, obtain competitive bids, and make award recommendations in accordance with organizational procurement policies.

4. Review and approve invoices for maintenance and construction services, verifying work completion against scope prior to submission for payment processing.

5. Monitor vendor performance and contract compliance, escalating issues to the Director of Real Estate as warranted.

IV. Regulatory Compliance & Documentation

1. Ensure all properties remain in compliance with applicable building codes, housing quality standards (HQS/NSPIRE), local housing regulations, and funder-imposed property condition requirements.

2. Maintain current building permits, certificates of occupancy, elevator inspections, fire suppression system certifications, and all other required property-level certifications and licenses.

3. Prepare and maintain organized documentation of all maintenance activities, inspection records, capital project files, contractor agreements, warranties, and as-built drawings.

4. Support internal and external audits by providing timely, accurate maintenance and facilities records as required.

V. Access Control & Facilities Administration

1. Maintain master access to all facilities and vehicles; manage key and fob issuance, tracking, and return to ensure secure and documented access for staff and contractors.

2. Develop and enforce key-control and access-control procedures consistent with organizational policies and lease requirements.

3. Oversee vehicle fleet maintenance scheduling and ensure all fleet vehicles remain in safe operating condition with current registrations and inspection records.

VI. Metrics, Reporting & Organizational Contribution

1. Track and report on key maintenance and construction performance metrics, including work order volume, average response and completion times, preventative maintenance completion rates, project cost variance, and inspection outcomes.

2. Prepare regular operational reports for the Director of Real Estate and, as applicable, the COO, covering maintenance status, capital project progress, budget performance, and deferred maintenance liability.

3. Participate in asset management reviews, providing facility condition assessments and capital needs input to support reserve studies and long-range capital planning.

4. Demonstrate strong leadership, accountability, and collaborative teamwork across organizational departments.

5. Complete other duties as assigned by the Director of Real Estate or COO.

Organizational Competencies

Leadership

Takes initiative and leads by example, setting high standards for quality, responsiveness, and professionalism.

Effectively motivates and develops direct reports, fostering a team environment grounded in accountability and continuous improvement.

Customer Service

Treats tenants, staff, and organizational partners with respect and professionalism; responds to maintenance requests with urgency and follow-through.

Communicates clearly and proactively with internal and external stakeholders regarding project status, timelines, and issue resolution.

Productivity

Manages multiple concurrent priorities with discipline, meeting deadlines and service level commitments consistently.

Demonstrates personal accountability and holds direct reports and vendors to the same standard.

Innovation

Leverages technology platforms (e.g., AppFolio, work order systems) to drive operational efficiency and data-informed decision-making.

Identifies and proposes process improvements that reduce costs, improve response times, or extend the useful life of physical assets.

Teamwork

Collaborates effectively across departments, including Real Estate Development, Property Management, and Finance.

Adapts constructively to organizational change and promotes a culture of respect, transparency, and shared accountability.

Requirements

Qualific