Executive Assistant for Facilities & Capital Projects
28 days ago
Columbia
Job Description JOB TITLE – Executive Assistant for Facilities & Capital Projects Reports To VP, Facilities & Capital Projects (Residential One/PRI) SCOPE & PURPOSE The Executive Assistant for Facilities & Capital Projects serves as the VP’s operational extension and integrator across Facilities, Regional Maintenance (RMs), Construction/PRI, Acquisitions, and Property Management. This is a multi-faceted position that combines executive support with operational coordination, reporting, and project oversight. The role converts strategy into execution, stabilizes problem properties, and drives predictable results in renovations/redevelopment, preventive maintenance, inspections, capex delivery, and transitions—with clear decision rights and built-in accountability. Core Out Comes (Support/Extension Framing) Key Responsibilities 1. Operations & Maintenance (RMs / Site Teams) • Coordinate RM workload, coverage, and standards; arrange short term support to stabilize properties when needed (as delegated by the VP)., • Stand up and enforce SOPs/Best Practices for PMs, turns, inspections, vendor use, and documentation; surface exceptions to the VP with options., • Analyze WO trends, inventory, and failure modes; recommend cost savings and quality controls; track adoption., • Coach/mentor RMs and Maintenance Supervisors; schedule technical training and ride alongs. 2. CapEx, Renovations & Redevelopment (with PRI/Construction) • Translate owner/PCNA/asset priorities into apples-to-apples scopes and schedules; maintain decision logs and change control for VP visibility., • Coordinate small capital projects from bid through closeout; provide onsite supervision when directed; keep baselines current., • Ensure fiscal controls, warranty capture, and closeout packets are complete and filed in the system of record. 3. Compliance & Inspections • Maintain NSPIRE/REAC/local inspection prep cadence; audit properties for recurring issues and track corrective action to closure., • Verify regulatory compliance (life safety, code, environmental) and escalate risks promptly with options/ETAs. 4. Budget, Forecast & Controls • Support annual budgets and reforecasts; pressure test assumptions (labor, parts, contracts) and prepare variance notes for VP review., • Monitor performance to Strategic Business Plans; recommend expense controls and phasing., • Prepare and route disbursements within delegated limits; verify documentation is complete before spend. 5. Acquisitions & Due Diligence (when applicable) • Attend pipeline reviews as requested; provide “reality checks” on operating expenses and staffing models., • Lead facilities due diligence checklists, site walks, and transition plans; identify Day 1 risks and 100-day plan items for VP approval. 6. Communication & Stakeholder Management • Draft clear owner/asset updates that reduce noise and drive decisions; maintain the escalation matrix and decision log., • Align Property Management, RMs, PRI, Accounting, Risk, Legal, and HR on timelines and responsibilities; follow through on action items. 7. Systems & Reporting • Build & Maintain Dashboards: Help design and maintain portfolio dashboards. Automate data pulls where possible to reduce manual work. Own dashboards (Excel/Inspect Check): PM %, WO aging, turns, inspection readiness, capex, weekly data hygiene., • Standardize Weekly & Monthly Reports: Standardize weekly/monthly briefs and roll them up to a VP ready one pager with R/Y/G status and decision asks. Help create templates and SOPs for a 15 minute weekly property brief and a clean monthly roll up. Define submission deadlines (weekly by Mon 12pm; monthly by the 3rd business day)., • Training & Adoption: Train RMs/Site staff on data entry and report updates; provide quick reference guides and short screen recordings., • Data Quality Control: Run a weekly QA checklist (missing fields, outliers, duplicates) and resolve issues with properties before executive review. Operating Rhythm & Cadence (Extension/Support Role) Weekly Responsibilities • Work Order & Inspection Oversight: Review WO reports, unit/common-area and vacant-unit inspection summaries compiled by staff; prepare a weekly exceptions list for VP review., • Report Preparation: Consolidate WO/inspection/vacancy data into standard weekly templates; distribute to RMs, PMs, and leadership., • Meeting & Coordination Support: Organize agendas for weekly RM/maintenance and vendor/RFP reviews; record decisions and track action items to closure., • Staff Training Logistics: Coordinate and document on-site trainings (WO documentation, PM, make-ready standards); ensure completion is tracked for service managers. Monthly Responsibilities • Action Plan Drafting: Convert inspection/WO data into draft monthly property action plans for VP review/approval., • Budget & Variance Monitoring: Prepare budget tracking sheets and concise variance narratives for VP/Finance., • Vendor & Contract Support: Draft RFPs/SOWs, verify vendor compliance docs, and build bid-comparison sheets for VP decision., • Training & Evaluation Support: Aggregate training needs, track new-hire evals (60/90 days), and compile staff performance summaries. Quarterly Responsibilities • Capital Planning Support: Maintain capital budgeting templates, update progress logs, and issue quarterly capex status reports for VP review., • Contract Review Prep: Organize maintenance contract specifications, renewal dates, and recommend updates; flag items needing VP decision., • Long-Term Development Support: Prepare vendor performance scorecards (cost, quality, timeliness) and confirm capital project documentation/compliance. KPI Role (Preparation & Tracking) • Build and maintain weekly/monthly/quarterly KPI dashboards; enforce data hygiene with RMs/service staff., • Highlight misses for VP action (e.g., turns > 10 days, PM < 95%, WO aging > 7 days, capex variance > 10%), with options and owners., • Ensure cadence: weekly dashboards by Mon 12pm, monthly summaries by the 3rd business day, quarterly capital reviews per schedule. Decision Rights & Guardrails (No Gray Area Rules) • Acts as VP’s delegate for day-to-day operational decisions within guardrails below., • Approvals: May approve routine disbursements up to [$X]; recommend over limit items with business case., • Staffing Coverage: May reassign temporary RM/site support ≤ [2] weeks to stabilize a property; longer requires VP sign off., • Vendor Use: Must follow approved vendor list; any exception requires [RPM + VP] approval with written rationale., • Escalations: Life safety/code issues → immediate VP/Owner notice with action plan; budget variances > [10%] → same day escalation. 90 Day Scorecard • Single prioritized RM dashboard running; WO > [7] days down [30%+]., • PM compliance ≥ [95%]; turns glidepath documented with top bottlenecks removed., • NSPIRE/REAC prep calendar live across portfolio; pre inspections and punch standard published., • CapEx projects baselined; monthly S curves and variance reports in place., • Weekly exec brief consistently delivered; decisions tracked to closure. Qualifications • 7–10+ years in multifamily facilities/operations or construction program management (affordable/LIHTC/HUD preferred)., • Strong orchestration across maintenance, PMs, contractors, and owners; calm under pressure; bias for action., • Working knowledge of NSPIRE/REAC, local codes, life safety; hands on with site inspections., • Tools: Excel (lookups, pivots), Click Up (or similar), CMMS/Inspect Check, Outlook/Teams; MRI Boston post familiarity for compliance is a plus., • Clear, direct communicator; can write what executives and owners actually read. Work Setup Location: 8975 Guilford Road, Suite 100, Columbia, Maryland, 21046 (with some hybrid flexibility depending on performance and ability to manage tasks independently) Hours of Operation: 7:30am – 4:00pm ½ hour lunch or until 4:30pm with 1 hour lunch Schedule: Full time; salaried position with benefits; on call / take calls during emergencies after hours. Direct Reports: Direct Reports: Reports directly to the VP, Facilities & Capital Projects. Other: All other related duties as assigned Key Relationships VP Facilities & Capital Projects; Regional Maintenance; Property Management/RPMs; PRI/Construction; Accounting & Fund Accounting; Risk; Legal; HR; Asset Management; Owners; Vendors/Engineers. Equal Opportunity/Affirmative Action Statement It is the policy of Residential One that no person within the jurisdiction thereof shall, on the basis of race, religion, color, sex, age, disability, sexual orientation, gender identity or expression, veteran status, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination or harassment (including all forms of sexual harassment and sexual violence). Company DescriptionResidentialONE is a premiere property management company in the mid-Atlantic region. We are committed to creating the best apartment living experience for our residents through award winning management. We are also dedicated to providing our clients with customized, creative, and thoughtful management and real estate services. We believe that success is created through a powerful combination of expertise, experience, and a commitment to offering the highest level of service to our residents, clients, and fellow team members.ResidentialONE is a premiere property management company in the mid-Atlantic region.\r\n\r\nWe are committed to creating the best apartment living experience for our residents through award winning management.\r\n\r\nWe are also dedicated to providing our clients with customized, creative, and thoughtful management and real estate services.\r\n\r\nWe believe that success is created through a powerful combination of expertise, experience, and a commitment to offering the highest level of service to our residents, clients, and fellow team members.