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Commercial Maintenance Manager

Location: Oakland
Posted on: January 21, 2023

Job Description:

Job Details

Job Location
1825 San Pablo Avenue - Oakland, CA

Education Level

Job Description

Emphasizing our historic and continuing commitment to Asian and Pacific Islander communities, the East Bay Asian Local Development Corporation (EBALDC) works with and for all the diverse populations of the East Bay to build healthy, vibrant and safe neighborhoods through community development.

EBALDC is a first-generation social enterprise founded in 1975 that has consistently generated > 75% of our revenue from earned income. Our businesses and programs generate revenue to support sustained social impact. We oversee a diverse range of businesses and programs, including real estate development, property management, social services, and professional services, some of which are corporate operations and others are operated as subsidiaries and through partnerships with public and private partners.

EBALDC is dedicated to building a culturally diverse and pluralistic organization committed to working in multicultural communities, and strongly encourages minorities, people of color and women to apply for our employment opportunities. EBALDC is an equal opportunity employer and makes employment decisions on the basis of merit, including the applicant's ability to champion EBALDC mission, values and organizational culture. EBALDC wants to have the best available persons in every job. EBALDC policy prohibits unlawful discrimination on any basis protected by federal, state or local law or ordinance or regulation.

For more about our accomplishments and our mission, please visit: www.ebaldc.org

East Bay Asian Local Development Corporation (EBALDC) is seeking one (1) regular full time, 37.5 hours per week, Commerical Maintenace Manager atthe main office in Oakland, CA.


Under the supervision of the Associate Director of Commercial Real Estate (ADCRE), the Commercial Maintenance Manager (CMM) is responsible for supervising the daily and recurring work of the onsite staff and vendors in the general maintenance and upkeep of buildings, common areas, grounds, systems, equipment for commercial areas in the Mixed-Used complex and Commercial Centers. The CMM position is also responsible for maintaining building systems, improving staff production efficiencies, and lower building utility usage through research and innovation where possible. The CMM is accountable to the Associate Director of Commercial Real Estate, for the Commercial Portfolio Facility Management goals in collaboration with Commercial Property Administrator (CPA).

Key Duties and Responsibilities:


  • Inspect the work of the commercial onsite staff and vendors, if satisfactory.
  • Conducts performance reviews for the commercial onsite staff and vendors, annually and provides input to ADCRE regarding renewal or extension of vendor contracts and/or recommendations for new vendors, as needed
  • Implement safety policies and procedures for the commercial vendors
  • Coordinates commercial make ready work and new tenant space prep work with ADCRE, CPA, and commercial vendors
    Institutes Best Practices
    • Research and implement best practices for environmentally sustainable, cost effective and tenant healthy materials for work orders and commercial make-ready
    • Coordinate the annual inspections of all commercial building systems and equipment. Schedules and coordinates subsequent work order completion
    • Determines material, equipment, and supplies to be used by staff in all facets of their work or approves those of commercial vendors
    • Evaluate and improve inventory procedures
      Routine Maintenance
      • Update Janitorial and Routine Maintenance schedules
      • Schedule Vendors for Routine and Preventative Maintenance and notify ADCRE and CPA
      • Conduct 30-60-90 Day New Vendor/Contract Reviews in coordination with ADCRE
      • Maintain Facility Supplies:
        • Monitor facility supply inventories and usage log
        • Conduct monthly supply inventory check
        • Update janitorial supply order forms and equipment list
        • Verify receipt of supplies
        • Order janitorial and maintenance supplies online and in the store
        • Requisitions and maintains maintenance supplies and equipment in an orderly manner
          Repairs and Preventative Maintenance
          • Inspects and directs onsite staff and vendors to repair and maintain the electrical, plumbing, mechanical and other related systems.
          • Contracts with vendors, as directed by ADCRE, to repair and maintain the electrical, plumbing, mechanical and other related systems.
          • Coordinates vendors for, as well as inspects, the operation and maintenance of the heating, cooling and ventilation systems (including boiler system) in all locations, the sewer lateral, grease traps, electrical and lighting, and plumbing systems
          • Coordinates with other Property Management and Real Estate Department staff as necessary during rehabilitation of existing properties and during the construction of new properties
          • Coordinates and inspects major contracted work as it pertains to electrical, plumbing, mechanical and other related systems
          • Establishes Preventive Maintenance schedules
          • Responds to all requests notified by CPA submitted from commercial tenants at mixed use commercial complex related to maintenance or repair requests
            • Create or respond to Salesforce Cases; Update Salesforce Cases and/or YARDI Work Orders; Close Salesforce Cases, upon approval of CPA or ADCRE who will verify the satisfaction of the Commercial Tenant
            • Alert CPA and ADCRE of any and all Emergency Notifications or Urgent Requests
            • Supervise, assist and/or performs carpentry, electrical and plumbing duties as required
            • Supervise, assist and/or performs major Facility maintenance and repairs and assures compliance to all building codes
            • Schedule Vendors for Urgent or Emergency Maintenance or Repair, as requested by CPA or ADCRE
            • Generates reports regarding the facilities schedule and job completion progress
            • Maintains and updates the Commercial Management Maintenance information in Yardi and Salesforce
            • Maintains inventory of assigned tools and equipment
            • Provides after hour coverage as primary responder for all commercial property emergencies
              Quality Assurance Inspections
              • Coordinates and communicates, verbally and in writing, with ADCRE regarding commercial facility management, respectively, for work scheduling, supervision, inspection and project management
              • Schedule and performs weekly Quality Assurance inspection; prepares quality assurance reports and coordinates the completion of related work orders and requests
              • Maintains regular communication and timely coordination with ADCRE for all maintenance, repairs, improvements, and emergency response
                Project Management
                • Project manage all commercial tenant improvements as Owner's Representative
                • Project manage and monitor Capital Projects are completed in line with overall portfolio, project and budget goals. Keep ADCRE updated as to the status of Capital Projects and provide status report
                • Ensure that all improvement works are performed by licensed, as needed, ensured (current) and approved (EBALDC) vendors, and obtain all necessary required documents and permits to proceed with the work
                • Review new construction plans in concert with the Real Estate Development team
                • Conducting research
                • Creates requests for proposals, as directed by ADCRE and coordinates interview and selection project for capital and improvement projects
                • Maintain project management tracking systems
                • Permit application support
                • Other project management support, as needed
                  Portfolio Systems Operation
                  • Portfolio Access / security systems - able to utilize and operate the systems
                  • Security Camera systems - able to utilize and operate the systems
                  • Building communication system and equipment - able to utilize and operate the systems
                  • Yardi Work Order system - able utilize the system to create and update work orders and generate reports

                    Additional Tasks:
                    • Analyzes and resolves work problems or assists workers in solving work problems
                    • Complete summary schedules of work performed

                      Required Knowledge, Skills & Abilities:
                      • Possession of a current and valid motor vehicle operator's license
                      • Bachelor's Degree or equivalent experience in Industrial Technology with emphasis in HVAC/mechanical or related field, with minimum of 2 years' experience in HVAC/mechanical maintenance or Property Management Maintenance OR Associate/Vocational Degree in HVAC/mechanical, Industrial Technology with emphasis in HVAC/mechanical or related field with 6 years' experience in HVAC/mechanical maintenance or Property Management Maintenance supervisory experience OR High school diploma or G.E.D. equivalent, with 10 years of experience in HVAC/mechanical or Property Management Maintenance
                      • Ability to communicate and work effectively and professionally with diverse populations
                      • Ability to exercise independent judgment
                      • Excellent organization and planning skills
                      • Excellent analytical and problem-solving skills
                      • Strong customer service and follow-through skills.
                      • Demonstrated maturity level and ability to remain calm and responsive under pressure
                      • Excellent interpersonal and listening skills
                      • Flexibility to operate effectively in a fast paced, team-oriented work environment

                        Direction of Others:
                        • Work in a cooperative and polite manner with other CRE and intradepartmental staff for work related projects and communication for the commercial portfolio. Participate in regular individual and team check in meetings in a helpful and cooperative manner
                        • Overtime may be required during special events or emergencies. Both indoor and outdoor work in all types of weather conditions. Strenuous physical labor and heavy lifting are required.

                          Physical Demands:
                          • Ability to lift moderately heavy objects up to 50 lbs, ability to sit, kneel, bend, stand, and climb ladders, perform duties requiring extensive maneuverability and normal strength

                            Salary Range:

                            $62,759.00 to $69,670.00 annually

                            Benefits and Other Information:

                            EBALDC offers excellent benefit. EBALDC pays up to 100% of employee premiums and 60% of dependent premiums for Medical, Dental, Vision, LTD and Life, EAP, Retirement, Paid Time Off, CA Paid Sick Leave, Holidays and Wellness Days off for all eligible employees.

                            **All candidates will be subject to a background check and COVID-19 Vaccination is required as a condition of employment**

                            Please NO PHONE CALLS!

Keywords: EAST BAY ASIAN LOCAL DEVELOPMENT CO, Oakland , Commercial Maintenance Manager, Executive , Oakland, California

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