Facilities Director

Role Summary

The Director of Facilities Management will lead all maintenance, capital planning, vendor oversight, compliance, and emergency operations for LexHAB’s scattered-site residential portfolio. The Director will work closely with the Executive Director in support of LexHAB’s mission to preserve, develop, and manage high‑quality, affordable housing. In collaboration with LexHAB’s longtime contractor, the Director ensures high-quality resident service, rigorous compliance with property standards (HQS and Massachusetts codes), and strong cost control. The position also works with other LexHAB staff on organizational budgeting, insurance claims and restoration, third-party funding requests, and serves as a key liaison with Town of Lexington Fire and Building departments. The Director reports to the Executive Director, attends and reports out at monthly LexHAB Board meetings, serves as a PHA‑Web administrator, reviews and approves all facilities-related invoices. This position works cooperatively within a small five-person office and supports the Housing Director (leasing, resident satisfaction and lease compliance) and Finance Director (invoicing, accounting and budgeting).

Key Responsibilities

1) Operations, Maintenance & Work Orders

• Oversee intake, triage, assignment (tech vs vendor), quality assurance, and closeout in PHA‑Web.

• Implement preventive maintenance (seasonal prep, smoke/CO, filters, gutters, weatherproofing).
• Deliver inspection‑ready unit turnovers.

2) Vendor, Contracting & Procurement

• Source, bid, negotiate, and manage contract vendors for routing work (maintenance and turnovers) as well as specialty trades (HVAC, plumbing, electrical, general, snow, landscape, pest, life safety, environmental).

• Set/enforce Service Level Agreements, quality assurance, documentation, warranties; maintain COIs/licensure/safety compliance.

• Manage insurance claims and restoration/remediation of damaged units
• Maintain backup bench for surge/emergencies

3) Strategy, Capital Planning & Budgeting

• Develop annual and multi‑year capital plans aligned with ~5% growth and mission priorities, working with E.D. and Board.

• Assist Board in new development projects where feasible (design, permits, construction, closeout).

• Participate in annual operating and capital budgets; provide justifications, scopes, costs, and timing.

• Assist E.D. to prepare annual Community Preservation funding requests; deliver CPA‑funded capital projects and required reporting.

• Coordinate annual insurance policy contract and appropriate coverage.
• Track budget vs. actuals; manage variances.

4) Emergency & On‑Call Operations (Critical)

• Lead 24/7 emergency response (no heat/hot water, leaks, electrical hazards, life safety, storms).

• Maintain tiered protocols; provide remote troubleshooting; coordinate dispatch to stabilization.

• Document incidents and drive root‑cause fixes.

5) Codes, Inspections & Compliance

• Ensure compliance with HQS, 105 CMR 410, 780 CMR, 527 CMR, 521 CMR, and local rules, including lead and radon testing.

• Coordinate initial/annual/special/re‑inspections; close life‑threatening (24h) and standard (~30d) items.

• Manage permits via licensed vendors; address Notice of Violations.

7) Condominium Governance & Shared‑Property Coordination

• Coordinate with condo association managers for the four condominium buildings with LexHAB units regarding unit maintenance and repair projects

• Manage approvals, COIs, permits, and contractor conduct. Ensure compliance with governing documents.

• Assist E.D. and Housing Director to address violations, fines or conflicts.

8) Municipal Collaboration & Public Meetings

• Build relationships with key Town departments: Fire, Building Dept, DPW, Health.

• Participate in construction meetings where relevant; streamline permitting/inspections; coordinate in emergencies.

• Attend occasional public meetings such as Planning, Conservation, CPC

9) Reporting, Finance & Board Communication

• Track maintenance projects items using PHA‑Web; maintain audit‑ready records (work orders, PMs, inspections, photos).

• Prepare monthly Facilities Reports for the Board: key performance indicators, emergencies, inspections, capital, insurance, condo, vendor, risks).

• Review/approve all facilities invoices; track OPEX/CAPEX/CPA budgets and coding.

10) Team Collaboration & Housing Operations Support

• Work cooperatively within a five‑person office; flex for peaks/emergencies.

• Partner with the Housing Director on resident satisfaction and strict lease compliance.

11) Mission Alignment

• Help ensure team decisions advance LexHAB’s mission of safe, environmentally sustainable, affordable housing.

12) Technology & Data (PHA‑Web)

• Administer and track maintenance work orders in PHA‑Web; generate monthly dashboards; train staff/vendors; ensure complete, accurate data

Qualifications

Required: 5–10+ years residential facilities leadership (multi‑site/scattered‑site); supervise staff + contractors; HQS/NSPIRE‑V; MA codes; capital/budget/invoice approval; CMMS (PHA‑Web preferred); strong communication; valid license; after‑hours response; safe site assessment.

Preferred: condo association experience; insurance/restoration; Lead Safe Renovator, OSHA‑30, EPA 608, MA CSL, IFMA/BOMI; building decarbonization and efficiency projects

Field-based travel in Lexington; New England weather; on‑call emergencies. Background check required. Competitive salary with limited benefits.

30 days paid time off, including sick and vacation days. Paid federal holidays. Health insurance coverage through ICHRA with partial reimbursement for health insurance premiums.

Proficient in written and spoken English