Arcadia Management Services, Co. is hiring a Portfolio Facilities Manager.
WHAT WE OFFER
We have many long-term employees that can attest that Arcadia is simply a great place to work. We have very low turnover with many employees working for the company for 15, 20, 30 years. We offer a competitive salary and a complete benefits package that includes medical, dental, a 401k match, paid holidays, and a generous PTO policy.
ABOUT US
Arcadia Management Services, Co is a privately-owned property management company that has been doing business in San Jose for over 60 years. We specialize in the professional management of residential and commercial properties. We offer a level of service that can only be provided by a dedicated staff of management and maintenance professionals. Residents of our apartment communities benefit from the widest possible choice of plans at competitive prices, with quality amenities complemented by a spectrum of community and recreational facilities.
WHO WE NEED
We have high standards. We are looking for an exceptional leader who can lead our team of dedicated and hardworking onsite apartment maintenance professionals. The right candidate will share in our passion to provide a great working environment for our employees and an exceptional community for our residents.
Reporting to the Director of Property Management, the Portfolio Facilities Manager is responsible for overseeing the management, maintenance and operational performance and profitability of a portfolio of properties within a designated region. This role ensures that all buildings within the portfolio are safe, compliant, efficient, and aligned with organizational standards and sustainability goals. The Portfolio Facilities Manager plays a crucial role in collaborating with both on-site and senior leadership, while optimizing operational efficiency, and enhancing the overall living experience for residents.
Position Responsibilities:
Regional Oversight & Leadership:
Provide direct oversight and support to on-site Maintenance Supervisors and Technicians across multiple communities.
Evaluate and enhance maintenance processes to ensure consistency, compliance, and operational excellence.
Serve as a liaison between the maintenance teams and upper management.
Team Development:
Recruit, train, mentor, and evaluate property-level maintenance staff.
Identify skill gaps and coordinate technical training and certification opportunities.
Promote a safety-focused, team-oriented culture across all sites.
Facilities Management & Operations
Manage the day-to-day operations of multiple sites, ensuring all facilities are well-maintained and operational.
Oversee building services including HVAC, electrical, plumbing, cleaning, security, and waste management.
Implement preventive and corrective maintenance programs to minimize downtime and extend asset life.
Conduct regular site inspections to ensure compliance with health, safety, and environmental regulations.
Financial & Contract Management
Prepare and manage annual budgets for the property portfolio.
Oversee service contracts, tender processes, and vendor performance.
Identify cost-saving opportunities and drive operational efficiencies.
Monitor and report on expenditure, ensuring value for money and adherence to financial targets.
Compliance & Risk Management
Ensure all facilities comply with statutory regulations, building codes, and company policies.
Manage risk assessments, emergency preparedness plans, and incident reporting.
Maintain accurate documentation for audits and certifications.
Project Management
Lead or support capital improvement projects, refurbishments, and relocations.
Coordinate with construction teams, designers, and contractors to ensure projects meet quality, budget, and timeline objectives.
Stakeholder & Team Management
Act as the primary liaison for tenants, clients, and internal business units.
Manage and develop a team of facilities coordinators, technicians, or site managers.
Build strong relationships with key stakeholders to ensure high satisfaction and operational excellence.
Sustainability & Innovation
Drive sustainability initiatives across the property portfolio, focusing on energy efficiency and waste reduction.
Leverage technology and data analytics to enhance building performance and user experience.
Quality Control & Auditing:
Conduct regular property inspections to evaluate maintenance standards, curb appeal, and equipment condition.
Report findings, recommend improvements, and follow up on corrective actions.
Ensure adherence to company policies, safety protocols, and quality expectations.
Safety & Compliance:
Ensure compliance with OSHA, local building codes, and company safety policies.
Conduct regular safety training and inspections of the property and equipment.
Maintain MSDS documentation and ensure proper storage of hazardous materials.
Requirements:
Qualifications:
Bachelor’s degree or equivalent experience.
Proven experience in a leadership role with managing diverse properties.
Proficiency in using property management software (preferably Yardi and/or Real Page), word processing, spreadsheet, and database management applications to complete and produce required reports and other employment documents.
Strong financial acumen and analytical skills.
Excellent communication and team management skills.
In-depth knowledge of real estate laws, regulations, and market trends.
Additional Requirements:
Must pass a background check after conditional offer of employment.
This company participates in E-Verify to confirm the employment eligibility of all new employees.
Physical Requirements:
Ability to lift and carry items weighing up to 20 pounds regularly.
Occasionally lift heavier items, up to 50 pounds, possibly with the assistance of other staff or equipment.
Prolonged periods of standing and walking throughout the apartment complex.
Navigating stairs, ladders, and uneven surfaces.
Frequent bending, kneeling, stooping, and crawling to inspect and repair various systems.
Working in confined spaces, such as under sinks or in attics.
Climbing ladders and scaffolding to access roofs, gutters, and high walls.
Using hand tools and power tools to perform maintenance tasks.
Precision in tasks requiring fine motor skills, such as electrical work or detailed repairs.
Pushing and pulling heavy objects, such as appliances and furniture, during installation or repair.
Adequate vision to read blueprints, manuals, and to perform detailed inspections.
Hearing capability to detect alarms, equipment sounds, and verbal instructions.
Performing repetitive tasks, such as hammering, drilling, or painting, which may require repetitive arm, hand, and shoulder movements.
Working in various environmental conditions, including exposure to heat, cold, rain, and humidity.
Potential exposure to hazardous materials, such as cleaning chemicals, and ensuring proper handling.
Physical readiness to respond to emergencies, such as plumbing leaks or electrical outages, which may require rapid movement and endurance.
Maintaining overall physical fitness to handle the physical demands of the job, including cardiovascular health for tasks requiring prolonged physical effort.
Pay Range:
The pay range for this position is $125,000 - $150,000 per year plus an annual discretionary bonus plan; however, base pay offered may vary depending on multiple individualized factors, including job-related knowledge, skills, and experience.
Benefits:
Comprehensive benefits package including health insurance, retirement plans, and paid time off.
Opportunities for professional development and career advancement within the company.
A collaborative and supportive work environment with a focus on employee well-being and growth.
Equal Employment Opportunity:
We take diversity and equal opportunity seriously. We are committed to building a team that represents a variety of backgrounds and perspectives. The more diverse and inclusive we are, the better our team and our work will be.
Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be added at any time with or without notice.
