Facilities Assistant Manager

WE’RE WAITING TO HEAR FROM YOU. COME JOIN OUR FAMILY AND GROW YOUR CAREER WITH US!
Our team is only as strong as each individual contributor – which is why we focus our energy on hiring people who are friendly, hardworking and have a true passion for serving older adults.

After all, residents aren’t guests in our community; we’re working in their home.

Position Title: Facilities Assistant Manager

Overview: The Facilities Assistant Manager plays a critical role in ensuring a seamless, high-quality experience for new and transitioning residents while supporting the overall maintenance and operations of the community. This position oversees unit readiness, coordinates resident move-ins, supervises maintenance staff, serves as the central point of coordination for work orders, and ensures preventative maintenance and safety programs are executed to the highest standards. The role requires strong organizational skills, customer service excellence, and collaboration across departments. This position reports to the Manager of Facilities.

ESSENTIAL JOB FUNCTIONS

Move-In Coordination & Resident Experience

• Serve as a primary contributor to the Move-In process, working collaboratively with department leaders to ensure a smooth and welcoming transition for new residents.
• Coordinate and monitor all resident move-ins, ensuring timely completion and addressing resident requests or concerns promptly and in accordance with community policies.
• Serve as a liaison between residents, families, department managers, and moving companies to deliver high-quality, customer-focused service.
• Conduct follow-up meetings with new residents to ensure satisfaction with their home and overall adjustment to the community.
• Partner with the Resident Navigator to promote social engagement opportunities for first-year residents.
• Assist with tours for current residents interested in transferring, clearly explaining unit layouts and living options.

Unit Turnover & Inventory Management

• Coordinate the maintenance, repair, and cleaning of unoccupied apartments to ensure readiness for new move-ins.
• Monitor supplies and equipment, maintaining appropriate inventory levels to support unit turnover and overall maintenance operations.
• Perform regular inspections of vacant units to ensure cleanliness, safety, and proper operation of appliances and plumbing systems.
• Track and monitor monthly expenses related to unit turnovers and assist with variance reporting as needed.

Maintenance Operations & Team Oversight

• Assign repair and maintenance tasks to maintenance staff and follow up to ensure efficient, timely completion of all work orders.
• Maintain consistent communication with residents to ensure a high level of customer satisfaction with maintenance services.
• Respond to work orders and perform routine maintenance functions as needed; complete additional duties as assigned by the Manager of Facilities.
• Oversee and ensure completion of routine preventative maintenance checks throughout the community.
• Ensure the preventative maintenance program is executed in accordance with established procedures and operational standards.

Compliance, Safety & Administration

• Assist with coordination and support of the campus safety program, promoting a safe and secure environment for residents, staff, and visitors.
• Maintain strict confidentiality of resident, family, and community information.
• Complete required documentation and communication forms in a timely and accurate manner.
• Attend meetings as requested by the Executive Director, department leaders, or residents.

Scheduling & Flexibility

• Maintain flexibility to work occasional weekends to support scheduled move-ins, with adjusted weekday hours as needed.

CRITICAL SKILLS & EXPERTISE

• Strong leadership, coaching, and team development skills.
• Excellent customer service and hospitality-focused communication abilities.
• Knowledge of building systems, preventative maintenance programs, and general property operations.
• Ability to coordinate multiple projects, deadlines, and priorities simultaneously.
• Experience with work order management, inventory control, and unit turnover processes.
• Strong problem-solving and decision-making skills.
• Ability to build positive relationships with residents, families, vendors, and team members.
• Knowledge of safety regulations, emergency procedures, and risk management practices.
• Strong organizational, administrative, and documentation skills.
• Proficiency with computer systems, maintenance management software, and Microsoft Office applications.
• Ability to maintain confidentiality and exercise professional judgment.
• Understanding of senior living operations and resident-centered service principles preferred.

PHYSICAL REQUIREMENTS

• Ability to walk extensively throughout the community, including indoor and outdoor areas.
• Ability to stand, sit, bend, stoop, kneel, crouch, and climb stairs for extended periods.
• Ability to lift, carry, push, and pull up to 50 pounds occasionally and up to 25 pounds frequently.
• Ability to use hands and fingers to operate tools, equipment, computers, and communication devices.
• Ability to inspect units, equipment, and building systems, including accessing confined or elevated spaces when necessary.
• Ability to respond quickly to emergencies and urgent maintenance situations.
• Visual acuity sufficient to inspect facilities, read documents, and operate equipment safely.
• Ability to communicate effectively in person, by phone, and through written communication.

WORKING CONDITIONS

• Work is performed in a senior living community environment, including residential apartments, common areas, offices, mechanical rooms, and outdoor spaces.
• Frequent interaction with residents, families, visitors, vendors, and team members.
• Exposure to varying weather conditions while inspecting grounds or responding to maintenance needs.
• Occasional exposure to cleaning chemicals, maintenance equipment, dust, noise, and other environmental factors associated with facility operations.
• May be required to work occasional evenings, weekends, holidays, or adjusted schedules to accommodate resident move-ins, emergencies, or operational needs.
• Subject to interruptions and changing priorities in a fast-paced, customer-service-oriented environment.
• Requires adherence to all safety policies, infection control practices, and community procedures.
• Must maintain a professional appearance and demeanor consistent with The Village at Gainesville's hospitality standards.

You Have: 

• Experience in facilities management, property management, or senior living operations preferred
• Strong leadership and team management skills
• Excellent communication and customer service abilities
• Ability to manage multiple priorities and deadlines effectively
• Knowledge of preventative maintenance programs and safety standards

We Have: 

• Career advancement
• Competitive salaries
• Comprehensive benefits package, including medical, dental, life and disability insurance
• Paid Time Off, Company Paid Holidays, 401K plan with matching contributions, and more
• Associate recognition programs, referral bonuses, tuition reimbursement and associate scholarships

Environment: The Village at Gainesville offers a highly professional, engaging, team-centered environment where associates can grow professionally, and have a positive impact on the lives of the seniors that we serve. If you have a passion for serving others and are dedicated to improving the lives of seniors, this is the employment opportunity for you!

Location: While our 104-acre campus has all the amenities of a small town, sometimes it’s nice to explore off campus. Just 10 minutes away, you’ll find shopping, theaters and restaurants. Gainesville is home to the University of Florida, which is one of the largest universities in the United States as well as Santa Fe College, recently ranked #1 community college in the US. Gainesville is highly recognized as a great place to live and work. 

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