Inspections and Preventative Maintenance Manager

Aeon

Minneapolis, MN, USA

Published: 6/14/2022

Manufacturing

Full Time

Job Description

Organization Background

Aeon is a nonprofit developer, owner, and manager of affordable communities in the Twin Cities. For 40 years, we have been at the forefront of creating housing that goes beyond shelter. Our housing serves as a platform for resilience, opportunity, and lasting impact. With a portfolio of almost 5,000 apartment homes, Aeon provides stability for thousands of residents each year.

We focus on bold, forward-thinking solutions that address the need for affordable housing. Through innovation, collaboration, and an unyielding commitment to community, we help create opportunities for residents to build stronger, more sustainable futures. Join a mission-driven team that is shaping the future of affordable housing and making a lasting impact. Learn more at www.aeon.org.

Position Summary

We are looking for a seasoned apartment maintenance leader to oversee inspections and preventative maintenance across our properties. This role is responsible for establishing standards, directing execution through site teams, and ensuring properties consistently meet or exceed inspection expectations.

The Inspections and Preventative Maintenance Manager operates with a high level of independence, exercising discretion and judgment in planning, prioritizing, and implementing maintenance inspection strategies across the portfolio. This role regularly travels between properties to assess conditions, guide maintenance staff, and ensure consistent application of preventive maintenance and inspection practices.

This position is accountable for inspection readiness and outcomes, including overall inspection scores, and plays a critical role in protecting the organization's assets, compliance standing, and resident experience. The role builds strong, effective systems for preventative maintenance and ensures they are consistently executed across properties.

This role develops team capability by teaching and coaching maintenance staff to identify early warning signs, address issues proactively, and prevent larger, more costly problems. It works collaboratively with site teams while influencing maintenance practices, setting clear expectations, and ensuring consistent execution across properties.

This role reports to the Director of Maintenance.

Key responsibilities include, but are not limited to:

Lead Preventative Maintenance

Design, implement, and continuously improve a portfolio-wide preventative maintenance program aligned with organizational goals and regulatory requirements.
Determine and direct preventative maintenance priorities across multiple properties, balancing risk, cost and operational needs and allocating resources accordingly.
Make purchasing decisions within approved budgets to support preventative maintenance execution, coordinating with site managers to align with property-level financial plans.
Create, maintain, and update detailed preventative maintenance schedules, standards, and checklists that site teams follow, ensuring consistency while allowing for property-specific adjustments.
Identify critical building systems (HVAC, plumbing, electrical, boilers) and define maintenance strategies to optimize performance and longevity.
Direct site teams on preventative maintenance execution, setting expectations for quality, timing, and compliance.
Independently evaluate program effectiveness and make adjustments based on property performance, recurring issues, and operational data.
Determine when issues require escalation, additional resources, or changes to maintenance strategy.
Direct and develop maintenance staff in identifying early warning signs and addressing issues proactively to reduce reactive repairs.

Lead and Manage Inspections

Own and direct the inspection readiness strategy across the portfolio, including, REAC/NSPIRE, Minnesota Housing, and city inspections, with authority to implement changes needed to achieve required outcomes.
Plan, schedule, and conduct pre-inspections across properties, identifying deficiencies and determining required correction actions.
Direct site teams in preparing units and common areas, ensuring alignment with established standards.
Evaluate pre-inspection results and overall inspection performance, including scores, and direct corrective strategies to improve outcomes.
Communicate inspection expectations, results, and action plans clearly to both site teams and leadership.
Identify urgent health and safety issues and determine appropriate and immediate corrective action.

Train and Coach Maintenance Staff

Train staff on how to inspect units and buildings, identify early warning signs such as leaks, wear, and safety risks, and take appropriate corrective action.
Coach staff in troubleshooting and repair techniques, improving overall team capability and reducing repeat issues.
Promote safe work practices.

Perform Safety and Building Checks

Conduct regular site visits to evaluate building conditions, equipment performance, and safety systems, using findings to inform maintenance priorities and operational decisions.
Evaluate risks identified during walkthroughs and determine appropriate corrective actions or follow-up work.
Direct site teams on resolving safety or compliance concerns, ensuring work is completed to standard.
Make decisions regarding urgency and prioritization of repairs related to safety, compliance, and inspection readiness.

Track Data and Improve Systems

Review work orders, inspection reports, and maintenance logs to track recurring issues, response times, and repair quality across properties.
Identify trends such as repeat unit repairs, aging equipment, and seasonal maintenance needs, and determine appropriate action to address root causes.
Use data to make and implement decisions regarding preventative maintenance schedules, resource allocation, plan capital repair planning to improve efficiency and reduce risk.
Create clear, easy-to-use actionable reports and communicate findings, priorities, and expectations to site teams and leadership.
Ensure maintenance systems are used consistently and accurately by staff so data is accurate, complete and useful. Set expectations and address gaps in usage.

Build Strong Relationships

Partner closely with maintenance technicians, site managers, and leadership to align expectations, share updates, and solve problems quickly.
Build trust with site teams through consistent presence, responsiveness, and reliable follow-through.
Set clear standards for performance while supporting staff with coaching, feedback, and hands-on guidance.
Influence cross-team coordination and communication to keep properties inspection-ready and operating effectively.
Promote a culture of shared ownership for building conditions, inspection outcomes, and resident experience.

Skills & Qualifications

Must have 5+ years of proven and high-level apartment maintenance skills including, but not limited to plumbing, electrical, general carpentry, advanced HVAC, and appliance trouble shooting.
Demonstrated experience in developing and implementing preventative maintenance programs for commercial or residential properties.
Demonstrated ability to exercise independent judgment and make operational decisions that impact maintenance strategy, resource allocation, and inspection outcomes across multiple properties.
Strong analytical skills with the ability to analyze data, identify trends, and make data-driven decisions to optimize maintenance strategies and resource allocation.
Strong ability to teach and guide others clearly and respectfully.
Ability to engage in interpersonal interactions that are culturally responsive, ensuring consideration for differing needs and expectations.
Proven ability to work effectively across business teams and external partners, driving results.
Ability to work on a variety of tasks simultaneously and consistently meet deadlines.
Proficient with Microsoft Office and comfortable with different technological platforms (ie. Microsoft Project, CAD, building monitoring systems and software, etc.).
Must be a resourceful problem solver with attention to detail and a seeker of excellence who values results, hard work, customer service, and loyalty to Aeon's mission.
Must have a commitment to learning and participating in Aeon's diversity, equity, and inclusion efforts.
Valid drivers' license, reliable vehicle and vehicle insurance is required.

Physical Requirements:

Ability to walk properties for extended periods of time, including both interior and exterior spaces.
Ability to stand, bend, kneel, crouch, and reach for extended periods of time to inspect units, equipment, and building systems.
Ability to climb stairs and ladders as needed to access roofs, mechanical spaces, and other building areas.
Ability to enter confined or tight spaces such as utility rooms, crawl spaces, and mechanical areas.
Ability to visually access conditions, including identifying maintenance issues, safety concerns, and code-related deficiencies.
Ability to lift and carry items up to 30 pounds frequently and 50 pounds occasionally, such as tools, equipment, or materials.
Ability to use hands and fingers to grasp, twist, and pull objects during inspections or when handling tools and equipment.
Ability to work in and withstand external weather conditions, including rain, cold, heat, and other adverse weather while performing site visits.
Ability to use standard office equipment, including computers and mobile devices, for documentation, reporting, and communication.

The physical requirements described above represent the essential functions of the job and may be performed with or without reasonable accommodations.

Certifications / Licenses

Candidates must possess, or be able to obtain the following certification: Class 2C Boiler's License

Aeon will support employees in obtaining required certifications by covering applicable training and licensing costs.

Compensation, Hours & Location

This position has a pay range of $75,000 - $90,000 annually depending on experience and skillset. Aeon offers a comprehensive benefits package that includes medical, dental, vision, life insurance, long-term disability, retirement plan, generous paid time off and an employee assistance program.

This full-time position follows a Monday – Friday schedule from 8:30 AM to 5:00 PM. Flexibility may be required to meet the needs of the role, including occasional adjustments for meetings, trainings, or other job-related responsibilities. This is an in-person role based at the assigned properties, with occasional work at Aeon's central office or training locations as needed.

If you are interested in applying for this position, please visit: https://aeonmn.applicantpro.com/jobs/4066580

Position is open until filled.

Aeon values a diverse work environment. Individuals with disabilities, persons from BIPOC communities, the LGBTQ+ community, and people from underrepresented communities are strongly encouraged to apply.

Aeon is an Equal Opportunity / Affirmative Action Employer

Employees and residents are encouraged to apply.

Job Posted by ApplicantPro