Building Superintendent

 
  
Founded in 1974, Community Access continues to uphold and operate as a pioneer of supportive housing and social services in NYC for people with mental health concerns. We proudly lead advocacy efforts that rally our community to promote human rights, social justice, and economic opportunities for all. We are built upon the simple truth that people are experts in their own lives. Our programs are spread across 25 locations and include over 1200 units of supportive housing in three boroughs, the Howie the Harp Advocacy Center, Peer-driven Crisis Respite Center, Assertive Community Treatment (ACT) and the Intensive Mobile Team (IMT). 

The Facility Maintenance department, a subsection of the property management department, acts as the managing operations staff t for (1) buildings that Community Access (CA) owns or controls; (2) buildings for which CA has contracted to provide property management services; and (3) individual apartments in other buildings that are part of CA’s “scattered site” supportive housing programs. 

OVERVIEW 

The Building Superintendent serves as the on-site facilities leader and is responsible for the day-to-day operation, maintenance, cleanliness, safety, regulatory compliance, and physical condition of assigned properties. The Superintendent ensures all building systems operate effectively, maintenance requests are completed within established KPI targets, common areas are maintained to organizational standards, and residents receive high-quality maintenance services.

The Superintendent directly oversees maintenance personnel and contracted porter services and is accountable for ensuring building cleanliness, garbage management, work order completion, vacancy turnover performance, contractor performance, and compliance with all applicable regulations.

Core Principles

The job responsibilities of all staff extend to understanding and incorporating certain principles into their work and into their relationships with their colleagues. These principles are: 

- Accountability

- Inclusion

- Direct Communication

- Racial Equity

- Quality Work: Mission Alignment & Documentation

Key Performance Indicators:

All key performance indicators below are expected to be met fully.   

• Maintenance Work Orders:
  • Life-threatening/emergency: 24 hours
  • High priority: 5 days
  • Medium priority: 14 days
  • Low priority: 30 days
  • Preventative: 30 days
• Apartment Turnovers:
  • Studio: 7-12 days
  • 1-bedroom: 8-13 days
  • 2-bedroom: 9-14 days
  • 3-bedroom: 10-15 days
  • Additional services (deep clean, flooring, cabinetry): 
    • +14 days for 1 service
    • +28 days for 2 services
    • +42 days for 3 services
• Facilities/Property Management Joint KPIs:

Vacancies: 5% or less

• Semi-annual apartment inspections: 95% or greater

Essential Job Functions: 

Maintenance & Repairs

• Perform routine and preventative maintenance tasks including plumbing, electrical, HVAC, carpentry, painting, appliance repairs, and general building repairs.
• Respond promptly to maintenance requests, emergency conditions and after hours building repairs and issues.
• Conduct regular inspections of apartments, common areas, building systems, mechanical spaces, roofs, grounds, and exterior conditions to identify maintenance and safety concerns.
• Identify, troubleshoot, and resolve maintenance issues while minimizing disruption to residents and building operations.
• Coordinate and oversee repairs performed by maintenance staff, contractors, and vendors to ensure workmanship and timely completion.

Work Order Management:

• Review, prioritize, assign, monitor, and complete incoming maintenance requests based on established priority levels (life-threatening, urgent, routine) and operational needs.
• Utilize Yardi, Maintenance IQ, and any other agency-approved systems to track and manage work orders, inspections, preventative maintenance schedules, vacancy turns, violations, and major capital repairs activities. 
• Ensure all work orders are accurately documented, including labor, materials, vendor activity, pictures, signatures, completion notes, and status updates.
• Maintain accurate and timely data entry for all maintenance related activities and ensure records are complete, current, and audit ready.
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• Monitor open work orders, ensuring timely completion and follow-up whether provided by a vendor or in house.
• Verify work completion and quality prior to closing work orders and ensure all documentation is properly recorded in agency systems.
• Generate, review and discuss maintenance reports, aging work orders, and operational performance metrics with management as requested.

Building Operations

• Oversee the daily operation of, maintenance, and performance of building systems including boilers, HVAC systems, elevators, fire safety systems, security systems, plumbing, electrical and other mechanical systems to ensure compliance with NYC codes.
• Maintain inspection logs, maintenance records, equipment documentation, and compliance records as required by agency policy and regulatory requirements. 
• Conduct routine building condition assessments and proactively identify maintenance, repair, and capital improvement needs. 
• Coordinate and oversee licensed vendors and contractors performing inspections, repairs, testing, maintenance, and specialty service.
• Ensure building systems operate safely, efficiently, and in compliance with applicable regulatory requirements.

Cleaning & Sanitation

• Oversee contracted porter services and monitor the quality, frequency, and effectiveness of cleaning services provided throughout the property.
   • Conduct regular inspections of common areas, grounds, refuse areas, laundry rooms, stairwells, hallways, elevators, and other shared spaces to ensure cleanliness standards are maintained.
   • Ensure garbage, recycling, and bulk waste are managed in accordance with NYC sanitation requirements and agency standards.
   • Maintain responsibility for overall building cleanliness and sanitation regardless of whether services are performed by contracted porters or maintenance staff.
•  • Address cleaning deficiencies, document performance concerns, and communicate service issues to management and vendors as necessary.
   • Ensure essential cleaning, garbage removal, and sanitation functions are maintained during porter absences, staffing shortages, or emergencies.
   • Coordinate pest control services and monitor building conditions to prevent infestations and sanitation-related issues.

Tenant Relations

• • Interact professionally, respectfully, and courteously with residents, staff, visitors, contractors, and community partners.
   • Respond to resident maintenance concerns and provide updates regarding repair status and access requirements.
   • Report resident concerns, incidents, building issues, or health and safety concerns to Property Management and Supportive Services staff.
   • Support move-ins, move-outs, apartment inspections, and resident unit walkthroughs.
   • Assist in maintaining positive resident relations while promoting safe and well-maintained housing environments.
• Immediately report concerning and/or unsafe behaviors observed in tenant interactions, ensuring appropriate documentation.

Safety & Compliance

• Ensure assigned building(s) is in compliance with HPD, DOB, FDNY, HUD, HCR, and other regulatory agencies.
• Participate in fire drills, safety inspections, and emergency preparedness activities and planning, safety inspections, and agency training initiatives.
• Monitor building conditions for life-safety concerns and promptly address hazardous conditions.
   • Assist with regulatory inspections, violation corrections, re-inspections, and compliance reporting.
• Maintain secure access to building and report unauthorized entry, safety concerns, or security issues to management.

Vacancy and Unit Turnover Coordination:

• Report unit vacancies and turnover activity to the property management staff.
• Schedule, conduct, and submit move-out inspection reports within established KPI timeframes.
• Prepare scopes of work for unit turnover activities.
• Communicate delays, material shortages, vendor issues, or other factors impacting turnover schedule to management in a timely manner.
• Conduct final cleaning and inspections to ensure units are ready for occupancy and meet agency quality standards. 

Additional Essential Tasks:

• Conduct semi-annual apartment inspections and other required property inspections. 
• Document and report poor housekeeping skills, excessive collecting behavior, or severe damage to the unit beyond normal wear and tear, missing appliances and fire safety equipment, and refusal to provide access for inspections or repairs.
• Enter timely and detailed information in Yardi regarding work orders, violation repairs, inspection findings, and/or failed HQS inspections.
• Communicate daily with the property management, facilities leadership, the program director and social service staff regarding building issues, tenant concerns, and/or support needs.
• Attend Building Superintendent meetings monthly.
• Work collaboratively with the Operation Assistant, Director of Operations, Property Management staff, and Procurement staff regarding work order reporting, purchasing, violations, inspections, and vacancy turnover activities.
• Assist during emergencies and provide support to other Community Access properties as directed.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. 

Job Qualifications