Portfolio Maintenance Director

Department: Operations / Maintenance
Reports To: Portfolio Manager

Location: North Port/Tampa, FL
Position Type: Full-Time
Travel: Regular travel between four assigned communities required

Position Summary

The Portfolio Maintenance Director is responsible for overseeing maintenance operations across a portfolio of four community association properties. This position ensures that each community’s facilities, amenities, common areas, equipment, and infrastructure are maintained to a high standard.

The Portfolio Maintenance Director serves as a key resource for Community Association Managers, Board members, and vendors. The ideal candidate is a strong maintenance leader who can balance day-to-day operational needs with long-term planning, preventive maintenance, capital projects, budgeting, and vendor management.

This is a highly visible, hands-on position requiring regular travel between the four assigned communities and the ability to prioritize competing needs across multiple properties.

Essential Duties and Responsibilities

Portfolio Maintenance Oversight

Provide overall leadership and direction for maintenance operations across four assigned communities.
Conduct regular onsite visits and inspections at each property to assess maintenance needs, property conditions, safety concerns, and operational priorities.
Establish consistent maintenance standards, procedures, and best practices across the portfolio.
Monitor the condition and appearance of common areas, buildings, amenities, pools, recreational facilities, mechanical systems, equipment, and other community assets.
Identify maintenance issues proactively and develop plans for corrective action.
Respond to urgent maintenance issues and assist with emergency response and recovery efforts when necessary.
Ensure maintenance requests and work orders are properly prioritized, assigned, completed, and documented.

Preventive Maintenance

Develop, implement, and monitor preventive maintenance programs across all four communities.
Ensure required inspections, servicing, repairs, and routine maintenance are completed on schedule.
Maintain accurate records of equipment, service schedules, warranties, inspections, and repairs.
Identify aging equipment and infrastructure and recommend replacement or capital improvement strategies.
Establish maintenance schedules that maximize equipment life and minimize unexpected repairs and downtime.

Vendor & Contractor Management

Identify, evaluate, and coordinate qualified maintenance vendors and contractors.
Obtain and review proposals, estimates, scopes of work, and contracts.
Monitor contractor performance, workmanship, timelines, and adherence to approved scopes.
Ensure vendors meet community requirements for licensing, insurance, safety, and compliance.
Assist with negotiating pricing and service agreements when appropriate.
Maintain strong working relationships with contractors, suppliers, service providers, and community leadership.

Budgeting & Financial Management

Assist with preparation and management of maintenance and operating budgets for the assigned communities.
Monitor maintenance expenditures and identify opportunities for cost savings without compromising quality or service.
Review invoices, proposals, purchase requests, and maintenance-related expenses for accuracy and appropriateness.
Assist with forecasting major repairs, replacements, and capital improvement needs.
Provide recommendations regarding reserve expenditures and long-term maintenance planning.

Capital Projects

Assist with planning, budgeting, and oversight of capital improvement and major repair projects.
Coordinate with Community Association Managers, Boards, engineers, architects, contractors, and other stakeholders as needed.
Monitor project schedules, budgets, quality, and completion.
Conduct project walkthroughs and ensure work is completed according to approved specifications.
Identify potential issues or delays and communicate them promptly to appropriate leadership.

Compliance & Safety

Ensure maintenance operations comply with applicable laws, regulations, safety standards, manufacturer requirements, and community policies.
Promote safe work practices and ensure maintenance personnel are properly trained in the use of tools, equipment, chemicals, and other materials.
Maintain required maintenance, inspection, and safety documentation.
Assist with preparation for inspections and regulatory requirements.
Report safety hazards, property damage, and significant maintenance concerns promptly.

Communication & Customer Service

Work closely with Community Association Managers and General Managers to understand and address property maintenance priorities.
Communicate maintenance conditions, recommendations, project updates, and significant concerns to leadership and community stakeholders.
Assist with Board meetings, committee meetings, and presentations when maintenance-related matters are discussed.
Respond professionally to questions and concerns from residents, Board members, management, and other stakeholders.
Maintain a strong customer-service focus while balancing operational requirements and budget considerations.

Qualifications

Minimum of 5 years of progressively responsible maintenance or facilities management experience, preferably within a residential community, HOA, condominium, resort, hospitality, commercial property, or similar environment.
Prior supervisory or management experience required.
Experience overseeing maintenance operations across multiple properties strongly preferred.
Strong knowledge of building systems, preventive maintenance, mechanical equipment, electrical, plumbing, HVAC, pools, irrigation, landscaping, and general facility maintenance.
Experience managing vendors, contractors, service agreements, and capital projects.
Strong budgeting and financial management skills.
Excellent organizational and time-management abilities.
Strong written and verbal communication skills.
Ability to prioritize multiple projects and respond effectively to changing operational needs.
Proficiency with Microsoft Office and the ability to learn property management and maintenance software.
Ability to work independently while collaborating effectively with Community Association Managers, General Managers, Board members, employees, and vendors.
Valid driver's license and reliable transportation required.

Preferred Qualifications

Experience in HOA, condominium, master-planned community, resort, or community association management.
Experience in geographically dispersed properties.
Knowledge of Florida building and property maintenance requirements.
Experience with reserve studies, capital planning, and long-term asset management.
Relevant technical, facilities management, construction, or maintenance certifications.
Pool operator, HVAC, electrical, plumbing, or other relevant technical certifications are a plus.

Physical Requirements

Ability to walk properties and conduct frequent inspections, including outdoor areas and mechanical spaces.
Ability to climb stairs, bend, stoop, kneel, and navigate uneven terrain.
Ability to lift and carry materials or equipment as reasonably required.
Ability to work outdoors in varying weather conditions.
Ability to respond to maintenance emergencies outside of normal business hours when necessary.

Travel Requirements

This position is responsible for four assigned properties and requires weekly travel between locations. The Portfolio Maintenance Director must be comfortable managing priorities across multiple communities and maintaining a consistent level of service and oversight at each property.

Regular travel between assigned communities is an essential function of the position. Occasional travel to vendor locations, training, meetings, or other company properties may also be required.

Success in This Role

Success in this position will be demonstrated by:

Well-maintained, safe, and attractive community properties.
Consistent maintenance standards across all four communities.
Effective preventive maintenance programs and reduced emergency repairs.
Strong performance and accountability among maintenance teams.
Well-managed vendors and contractors.
Maintenance projects completed on time and within approved budgets.
Accurate maintenance records and documentation.
Strong communication with Community Association Managers, General Managers, Boards, residents, and company leadership.
Proactive identification and resolution of maintenance issues.
Effective long-term planning for community assets, equipment, and capital improvements.

Portfolio Maintenance Director

About the Role

Skills

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