Head of Portfolio Maintenance Operations

Neighborly Communities is looking for a Head of Portfolio Maintenance Operations to join our team!

Our Mission

Neighborly Communities’ mission is to build an outward, disciplined and data-informed corporate culture where market/site selection, design, development, construction, and property/asset management are all perfectly aligned to deliver a best-in-class human experience to the Oregon, Washington, Idaho and Utah multi-family markets.

General Description

The Head of Portfolio Maintenance Operations Oversees and governs how maintenance teams function across the entire portfolio by establishing, enforcing, and continuously improving standardized maintenance systems, workflows, technical standards, and safety practices. This role exercises portfolio-wide functional authority over maintenance operations, ensuring all maintenance teams are aligned in how work is planned, executed, documented, and evaluated. The position serves as the process owner and technical authority for maintenance operations across all properties, shaping how maintenance teams operate day-to-day, while not acting as a direct people manager. Portfolio Maintenance Director reports to and is held accountable by the Director of Property Management.

Supervisory Responsibilities

This role holds portfolio-wide functional authority over maintenance processes and operating standards, including how maintenance teams perform work. It does not include direct supervision, performance management, hiring, scheduling, or disciplinary authority over individual maintenance employees, which remain with property and regional leadership.

Essential Duties and Responsibilities

Portfolio Maintenance Team Operations & Alignment

Establish and enforce portfolio-wide expectations for how maintenance teams operate, including work order flow, prioritization, documentation standards, preventive maintenance execution, turn processes, and shop organization.

Drive standardization of maintenance team practices across properties to eliminate inconsistency, inefficiency, and property-specific workarounds.

Identify gaps in maintenance execution, skill application, or operational discipline and implement corrective process changes to bring teams into alignment with portfolio standards.

Serve as the authoritative voice on maintenance operations, providing direction on required methods, tools, sequencing, and execution standards.

Partner with operational leadership to ensure maintenance teams understand and adopt standardized practices, with clear expectations for compliance.

Standardization & Systems

Develop, implement, and enforce standardized maintenance operating procedures that govern how maintenance teams perform work across all regions.

Standardize maintenance shops, tools, products, materials, inventory practices, scheduling systems, and documentation requirements portfolio-wide.

Preventative Maintenance & Asset Care

Design, execute, and continuously refine the preventative maintenance program to extend asset life, support warranty compliance, and reduce reactive repairs.

Monitor maintenance trends and outcomes to identify process improvements and adjust systems as needed.

Quality, Safety & Compliance

Conduct on-site inspections, including OSHA compliance reviews, to evaluate adherence to maintenance standards and safety requirements.

Ensure capital expenditure projects, new construction, lease-ups, and acquisitions align with established maintenance specifications and readiness standards; support punch-walk completion as needed.

Technical & Operational Authority

Act as the portfolio authority on maintenance operations, providing binding guidance on technical standards, work methods, and maintenance execution expectations.

Direct how maintenance work should be performed to ensure consistency, safety, asset protection, and efficiency, while coordinating with site leadership for implementation.

Resolve cross-property inconsistencies in maintenance practices by setting clear, standardized operational direction.

Vendor & Resource Strategy

Establish and manage portfolio-level vendor relationships and umbrella accounts to secure consistent quality, favorable pricing, and effective response times.

Evaluate tools, technologies, and external resources that support scalable maintenance operations.

Data, Reporting & Collaboration

Partner with operational leadership to monitor maintenance KPIs, analyze performance trends, and inform budget planning and process improvement initiatives.

Collaborate with Regional Managers and Community Managers to support alignment between maintenance systems and property operations.

Required Knowledge, Skills, and Abilities

Ability to manage difficult or emotional customer situations using the outward mindset.

Strong ability to work independently with minimal oversight as well as part of a team.

Excellent verbal and written communication skills.

Excellent time management skills with a proven ability to meet deadlines.

Motivated to respond promptly to customer needs; Solicits customer feedback to improve service.

Strong communication, organizational, and time management skills.

Thorough knowledge of Fair Housing Guidelines as pertains to Maintenance.

Thorough knowledge of Low Income Fair Housing Guidelines as pertains to Maintenance.

Ability to act with integrity, professionalism, and confidentiality.

Proficiency in Microsoft Office suite, ResMan Software, Tenant Tech, Leonardo 24/7

Ability to interact with others, placing a strong emphasis on the concepts of the Outward Mindset.

Skilled at handling multiple competing priorities and deadlines while paying close attention to detail.

Education and Experience

High school diploma or equivalent

Minimum five (5) years relevant experience in multi-family property maintenance.

Experience managing maintenance teams and workflows.

Certificates, Licenses, Registrations

Valid Driver’s License

Must maintain a valid and active vehicle insurance policy.

Pool Certification is required or must be willing to obtain within 90 days of hire.

OSHA Certification.

Physical Demands and Work Environment

Required to use and maintain personal vehicle (will be reimbursed for gas and maintenance per company policy).

Frequently required to stand.

Frequently required to walk.

Frequently required to sit.

Frequently required to utilize hand and finger dexterity.

Frequently required to travel to properties and other Neighborly functions.

Occasionally required to climb, balance, bend, stoop, kneel or crawl.

Continually required to talk or hear.

Continually Required to work in an on-site office setting during all open business hours.

Frequently exposed to outside weather conditions.

Occasionally exposed to bloodborne and airborne pathogens or infectious materials.

While performing the duties of this job, the noise level in the work environment is usually moderate.

The employee must occasionally lift and/or move up to 50 pounds.

Specific vision abilities required by this job include close vision; distance vision; color vision; peripheral

Benefits:

401(k)

Health Insurance

Dental Insurance

Vision Insurance

Health Savings Account

Life Insurance

Paid Time Off

Associate Rent Discount

Employee Assistant Program

Neighborly Communities prioritizes the safety of team members, residents, and our vendors. As a drug-free employer, we adhere to Federal Guidelines and mandate a drug screening at the time of job offer, covering all controlled substances, including Marijuana.