Superintendent

Paycom - ATS; New York (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

Paycom - ATS is seeking an on-site Superintendent to lead the day-to-day operations of a residential building, ensuring safety, compliance, and efficient performance. You will supervise building systems, perform preventive maintenance, and manage emergency responses while coordinating vendors and handling work orders.

Responsibilities include documenting actions, maintaining records, and ensuring regulatory readiness.

Qualifications

• High School Diploma or equivalent required; vocational training preferred.
• Minimum of five years in multi-unit residential maintenance or superintendent role.
• Proven competency in plumbing, minor electrical work, and heating/boiler systems.
• Experience responding to building emergencies and executing preventive maintenance programs.
• Experience utilizing work order systems and coordinating vendors.
• Familiarity with regulatory standards (DOB, FDNY, HPD) is a plus.

Responsibilities

• Serve as on-site operational leader ensuring safety, compliance, and efficiency.
• Maintain building systems' integrity, perform preventive maintenance, and lead emergency response.
• Coordinate vendors, manage work orders, and maintain documentation for audits.
• Oversee daily operations, communicate updates, and ensure regulatory readiness.
• Monitor inventories, controls, and administrative tasks within RealPage and related tools.

Skills

Plumbing

Electrical work (minor)

Heating/Boiler systems

HVAC systems

Fire alarm systems

Building operations

Work order management

Regulatory compliance

Vendor coordination

Emergency response

Education

High School Diploma or equivalent

Technical or vocational training in building maintenance

Tools

RealPage

Outlook

Microsoft Teams

Microsoft Planner

Excel

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 OwnershipThe Superintendent is responsible for maintaining and safeguarding:Plumbing systemsMinor electrical systems (within scope)Boiler and heating systemsPTAC/HVAC unitsFire alarm and life safety systemsDoors, locks, and hardwareCommon areas and building perimeterThe Superintendent must:Independently perform routine plumbing and minor electrical repairsConduct initial heating system diagnostics prior to vendor escalationIdentify system vulnerabilities and proactively address risk conditionsPrevent system failures through early detection and interventionPreventative Maintenance & Building ConditionDevelop and maintain a structured preventative maintenance scheduleTrack completion of recurring maintenance (monthly, seasonal, annual)Conduct regular inspections of mechanical spaces, common areas, and exterior conditionsMaintain organized, code-compliant mechanical roomsEnsure the building remains inspection-ready at all timesIdentify recurring issues and implement corrective strategiesPreventative maintenance execution and building condition are primary performance metrics.Emergency Response & On-Site AccountabilityThe Superintendent is responsible for emergency response within their assigned building.This includes:Loss of heatActive water leaks or floodingElectrical hazardsFire alarm or life-safety system issuesSevere weather impactsCritical operational disruptionsThe Superintendent must:Take immediate containment actionAssess whether on-site response is required and report when necessaryPerform initial diagnostics and stabilization effortsEscalate appropriately to leadership and vendorsDocument all actions takenFailure to respond appropriately or timely to urgent conditions may constitute performance deficiency.Work Order Management & Administrative ControlThe Superintendent is responsible for full ownership of the work order process, including:Timely response to all maintenance requestsMaintaining visibility over all open and pending work ordersPrioritizing work based on safety, risk, and operational impactClosing work orders within established timeframesEnsuring 100% documentation completeness in closed work ordersAll work orders must include:Clear problem description, actions taken, materials used, outcome and verification, photos where requiredThe Superintendent must actively manage backlog and prevent accumulation of unresolved work.Daily Operations Management & Task PrioritizationThe Superintendent is responsible for managing daily building operations, including:Structuring and planning daily workflowPrioritizing competing demands (emergencies, work orders, vendors, inspections)Balancing reactive and scheduled workCoordinating access with tenants, staff, and vendorsEnsuring operational continuity throughout the dayThe Superintendent must demonstrate the ability to operate independently without requiring step-by-step direction.Vendor Coordination & OversightThe Superintendent shall:Schedule vendors efficiently and confirm access in advanceCoordinate tenant access and site readinessVerify Certificates of Insurance (COIs) prior to workConfirm completion and quality of vendor workEscalate major repair recommendations to leadershipTrack vendor performance and report issuesThe Superintendent may not authorize major capital repairs without leadership approval.Communication & Reporting DisciplineThe Superintendent must:Provide clear and timely updates to supervisorsCommunicate status of ongoing work, delays, and escalationsDraft building notices (water shutdowns, maintenance alerts, emergency notices)Maintain professional written and verbal communicationFailure to communicate issues or delays is considered a performance failure.Digital Systems & Administrative ToolsThe Superintendent must demonstrate competency in:Work order systems (e.g. RealPage)Email communication (Outlook)Team communication platforms (Microsoft Teams)Basic tracking tools (Microsoft Planner, Excel, calendar, checklists, etc.)The Superintendent must:Document all work digitally and accuratelyTrack tasks and recurring responsibilities using systems (not memory)Communicate updates through appropriate platformsMaintain organized and accessible recordsAbility to use required systems will impact performance evaluation.Inventory, Supplies & Operational ControlsThe Superintendent is responsible for:Maintaining appropriate stock of essential suppliesEstablishing and monitoring par levelsOrdering supplies before stock depletionVerifying receipt of materials and servicesSupporting invoice validationMaintaining key control disciplineEDUCATION AND EXPERIENCE:High School Diploma or equivalent required; technical or vocational training in building maintenance or a related field preferredMinimum of five (5) years of experience in multi-unit residential maintenance or a Superintendent-level role requiredDemonstrated competency in plumbing, minor electrical work, and heating/boiler systems requiredProven experience responding to building emergencies and executing preventative maintenance programs requiredExperience utilizing work order/property management systems and coordinating vendors requiredFamiliarity with regulatory and compliance standards (DOB, FDNY, HPD) strongly preferred