Summary

The Superintendent serves as the on-site operational leader, responsible for ensuring the safe, compliant, and efficient operation of an assigned residential building. Acting as the primary technical and operational authority, the Superintendent is expected to work independently, exercise sound judgment, and respond promptly and effectively to issues impacting safety, habitability, or overall building performance. Key areas of responsibility include maintaining building systems' integrity; executing preventive maintenance; leading emergency response efforts; ensuring regulatory readiness and compliance; coordinating vendors and service providers; managing work orders and maintaining accurate documentation; and overseeing the building's daily operational and administrative control.

Job description

Job Scope

The Superintendent serves as the on-site operational leader, responsible for ensuring the safe, compliant, and efficient operation of an assigned residential building. Acting as the primary technical and operational authority, the Superintendent is expected to work independently, exercise sound judgment, and respond promptly and effectively to issues impacting safety, habitability, or overall building performance. Key areas of responsibility include maintaining building systems' integrity; executing preventive maintenance; leading emergency response efforts; ensuring regulatory readiness and compliance; coordinating vendors and service providers; managing work orders and maintaining accurate documentation; and overseeing the building's daily operational and administrative control.

Essential Functions

Building Systems Ownership

The Superintendent is responsible for maintaining and safeguarding plumbing systems, minor electrical systems (within scope), boiler and heating systems, PTAC/HVAC units, fire alarm and life safety systems, doors, locks, and hardware, and common areas and building perimeter.

Independently perform routine plumbing and minor electrical repairs
Conduct initial heating system diagnostics prior to vendor escalation
Identify system vulnerabilities and proactively address risk conditions
Prevent system failures through early detection and intervention

Preventative Maintenance & Building Condition

Develop and maintain a structured preventative maintenance schedule
Track completion of recurring maintenance (monthly, seasonal, annual)
Conduct regular inspections of mechanical spaces, common areas, and exterior conditions
Maintain organized, code-compliant mechanical rooms
Ensure the building remains inspection-ready at all times
Identify recurring issues and implement corrective strategies

Emergency Response & On-Site Accountability

The Superintendent is responsible for emergency response within their assigned building, including loss of heat, active water leaks or flooding, electrical hazards, fire alarm or life-safety system issues, severe weather impacts, and critical operational disruptions.

Take immediate containment action
Assess whether on-site response is required and report when necessary
Perform initial diagnostics and stabilization efforts
Escalate appropriately to leadership and vendors
Document all actions taken

Work Order Management & Administrative Control

The Superintendent is responsible for full ownership of the work order process, including timely response to all maintenance requests, maintaining visibility over all open and pending work orders, prioritizing work based on safety, risk, and operational impact, closing work orders within established timeframes, and ensuring 100% documentation completeness in closed work orders.

Daily Operations Management & Task Prioritization

Structuring and planning daily workflow
Prioritizing competing demands (emergencies, work orders, vendors, inspections)
Balancing reactive and scheduled work
Coordinating access with tenants, staff, and vendors
Ensuring operational continuity throughout the day

Vendor Coordination & Oversight

Schedule vendors efficiently and confirm access in advance
Coordinate tenant access and site readiness
Verify Certificates of Insurance (COIs) prior to work
Confirm completion and quality of vendor work
Escalate major repair recommendations to leadership
Track vendor performance and report issues

Communication & Reporting Discipline

Provide clear and timely updates to supervisors
Communicate status of ongoing work, delays, and escalations
Draft building notices (water shutdowns, maintenance alerts, emergency notices)
Maintain professional written and verbal communication

Digital Systems & Administrative Tools

Work order systems (e.g. RealPage)
Email communication (Outlook)
Team communication platforms (Microsoft Teams)
Basic tracking tools (Microsoft Planner, Excel, calendar, checklists, etc.)

Inventory, Supplies & Operational Controls

Maintaining appropriate stock of essential supplies
Establishing and monitoring par levels
Ordering supplies before stock depletion
Verifying receipt of materials and services
Supporting invoice validation
Maintaining key control discipline

Requirements

High School Diploma or equivalent required
Technical or vocational training in building maintenance or related field preferred
Minimum of five (5) years of experience in multi-unit residential maintenance or a Superintendent-level role required
Demonstrated competency in plumbing, minor electrical work, and heating/boiler systems required
Proven experience responding to building emergencies and executing preventative maintenance programs required
Experience utilizing work order/property management systems and coordinating vendors required
Familiarity with regulatory and compliance standards (DOB, FDNY, HPD) strongly preferred

Company overview

The Postgraduate Center for Mental Health is a specialized institution focused on advanced training and clinical services in the mental health field. As an academic and clinical organization, it provides postgraduate education, professional training, and clinical supervision for mental health practitioners including psychologists, psychiatrists, social workers, and counselors. The center combines educational programs with clinical practice, offering comprehensive mental health services to the community while serving as a training ground for mental health professionals. It plays a crucial role in bridging academic knowledge with practical clinical experience, ensuring that mental health practitioners receive advanced, specialized training in evidence-based therapeutic approaches. The organization contributes significantly to the mental health workforce development by preparing clinicians for complex clinical challenges and advancing professional standards in mental health care delivery.