Residential ONE
Executive Assistant for Facilities & Capital Projects
Residential ONE, Columbia, Maryland, United States, 21046
Executive Assistant for Facilities & Capital Projects
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Executive Assistant for Facilities & Capital Projects
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Residential ONE Job Description JOB TITLE – Executive Assistant for Facilities & Capital Projects Reports To
VP, Facilities & Capital Projects (Residential One/PRI) Job Description
JOB TITLE – Executive Assistant for Facilities & Capital Projects
Reports To
VP, Facilities & Capital Projects (Residential One/PRI) SCOPE & PURPOSE The Executive Assistant for Facilities & Capital Projects serves as the VP’s operational extension and integrator across Facilities, Regional Maintenance (RMs), Construction/PRI, Acquisitions, and Property Management. This is a multi-faceted position that combines executive support with operational coordination, reporting, and project oversight. Core Out Comes (Support/Extension Framing) Preventive Maintenance Support : Ensures tracking systems are accurate, reminders go out, and reports are updated so the VP and RMs can hit the ≥95% PM completion goal. Work Order Coordination : Monitors WO dashboards, flags aging >7 days, and follows up with RMs/PMs to keep backlog reduction on track. Turn Support : Tracks make-ready timelines daily, pushes updates to RMs, and highlights bottlenecks for VP intervention. CapEx & Renovation Tracking : Keeps scope/budget/timeline baselines current, organizes documentation (bids, COs, warranties), and reminds PRI/PMs of deadlines. Inspection Prep & Compliance : Coordinates NSPIRE/REAC prep checklists, schedules pre-inspections, and tracks corrective items. Acquisition/Due Diligence Assistance : Prepares due diligence checklists, organizes site visit notes, and drafts the 100-day transition plan for VP approval. Key Responsibilities Operations & Maintenance (RMs / Site Teams) : Coordinate RM workload, coverage, and standards; arrange short term support to stabilize properties when needed. CapEx, Renovations & Redevelopment (with PRI/Construction) : Translate owner/PCNA/asset priorities into scopes and schedules; maintain decision logs and change control for VP visibility. Compliance & Inspections : Maintain NSPIRE/REAC/local inspection prep cadence; audit properties for recurring issues and track corrective action to closure. Budget, Forecast & Controls : Support annual budgets and reforecasts; pressure test assumptions and prepare variance notes for VP review. Acquisitions & Due Diligence (when applicable) : Attend pipeline reviews as requested; provide “reality checks” on operating expenses and staffing models. Communication & Stakeholder Management : Draft clear owner/asset updates that reduce noise and drive decisions; maintain the escalation matrix and decision log. Systems & Reporting Build & Maintain Dashboards : Help design and maintain portfolio dashboards; automate data pulls where possible to reduce manual work. Qualifications 7–10+ years in multifamily facilities/operations or construction program management (affordable/LIHTC/HUD preferred). Strong orchestration across maintenance, PMs, contractors, and owners; calm under pressure; bias for action. Work Setup Location : 8975 Guilford Road, Suite 100, Columbia, Maryland, 21046 (with some hybrid flexibility depending on performance and ability to manage tasks independently) Hours of Operation : 7:30am – 4:00pm ½ hour lunch or until 4:30pm with 1 hour lunch Schedule : Full time; salaried position with benefits; on call / take calls during emergencies after hours. Equal Opportunity/Affirmative Action Statement It is the policy of Residential One that no person within the jurisdiction thereof shall, on the basis of race, religion, color, sex, age, disability, sexual orientation, gender identity or expression, veteran status, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination or harassment.
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Join to apply for the
Executive Assistant for Facilities & Capital Projects
role at
Residential ONE Job Description JOB TITLE – Executive Assistant for Facilities & Capital Projects Reports To
VP, Facilities & Capital Projects (Residential One/PRI) Job Description
JOB TITLE – Executive Assistant for Facilities & Capital Projects
Reports To
VP, Facilities & Capital Projects (Residential One/PRI) SCOPE & PURPOSE The Executive Assistant for Facilities & Capital Projects serves as the VP’s operational extension and integrator across Facilities, Regional Maintenance (RMs), Construction/PRI, Acquisitions, and Property Management. This is a multi-faceted position that combines executive support with operational coordination, reporting, and project oversight. Core Out Comes (Support/Extension Framing) Preventive Maintenance Support : Ensures tracking systems are accurate, reminders go out, and reports are updated so the VP and RMs can hit the ≥95% PM completion goal. Work Order Coordination : Monitors WO dashboards, flags aging >7 days, and follows up with RMs/PMs to keep backlog reduction on track. Turn Support : Tracks make-ready timelines daily, pushes updates to RMs, and highlights bottlenecks for VP intervention. CapEx & Renovation Tracking : Keeps scope/budget/timeline baselines current, organizes documentation (bids, COs, warranties), and reminds PRI/PMs of deadlines. Inspection Prep & Compliance : Coordinates NSPIRE/REAC prep checklists, schedules pre-inspections, and tracks corrective items. Acquisition/Due Diligence Assistance : Prepares due diligence checklists, organizes site visit notes, and drafts the 100-day transition plan for VP approval. Key Responsibilities Operations & Maintenance (RMs / Site Teams) : Coordinate RM workload, coverage, and standards; arrange short term support to stabilize properties when needed. CapEx, Renovations & Redevelopment (with PRI/Construction) : Translate owner/PCNA/asset priorities into scopes and schedules; maintain decision logs and change control for VP visibility. Compliance & Inspections : Maintain NSPIRE/REAC/local inspection prep cadence; audit properties for recurring issues and track corrective action to closure. Budget, Forecast & Controls : Support annual budgets and reforecasts; pressure test assumptions and prepare variance notes for VP review. Acquisitions & Due Diligence (when applicable) : Attend pipeline reviews as requested; provide “reality checks” on operating expenses and staffing models. Communication & Stakeholder Management : Draft clear owner/asset updates that reduce noise and drive decisions; maintain the escalation matrix and decision log. Systems & Reporting Build & Maintain Dashboards : Help design and maintain portfolio dashboards; automate data pulls where possible to reduce manual work. Qualifications 7–10+ years in multifamily facilities/operations or construction program management (affordable/LIHTC/HUD preferred). Strong orchestration across maintenance, PMs, contractors, and owners; calm under pressure; bias for action. Work Setup Location : 8975 Guilford Road, Suite 100, Columbia, Maryland, 21046 (with some hybrid flexibility depending on performance and ability to manage tasks independently) Hours of Operation : 7:30am – 4:00pm ½ hour lunch or until 4:30pm with 1 hour lunch Schedule : Full time; salaried position with benefits; on call / take calls during emergencies after hours. Equal Opportunity/Affirmative Action Statement It is the policy of Residential One that no person within the jurisdiction thereof shall, on the basis of race, religion, color, sex, age, disability, sexual orientation, gender identity or expression, veteran status, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination or harassment.
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