Assistant Make Ready Manager at Thousand Oaks

Founded in 1978 by Lucy and Henry Billingsley, the organization expertly builds, owns, and manages its properties, ensuring long-term client, resident, and partner return. Specializing in master-planned developments and principles of new urbanism, each Billingsley property signifies technology, convenience, and a vast array of amenities aimed to attract and retain tenants, residents, visitors, and employees. These amenities include art, sculpture, parks, trails, and outdoor public spaces. With over 5,000 acres in DFW, Billingsley has built 5 million SF of Commercial space, 550,000 SF of Retail, 9 million SF of Industrial, and over 10,000 units of Multi-Family. 

Billingsley Company

Assistant Make Ready Manager

Multifamily Operations  |  Non-Exempt  |  Full-Time

Position Summary

The Assistant Make Ready Manager serves as the operational backbone of the make-ready department, working directly alongside the Senior Make Ready Manager to ensure vacant units are turned on schedule and to a consistent standard. This role carries meaningful responsibility across three areas: conducting quality control inspections, developing and coaching the technician team, and performing hands-on maintenance and make-ready work.

The person in this role is expected to cover the full scope of the department during manager absences, peak turn seasons, or transitional periods. The ideal candidate moves comfortably between evaluating a unit with a critical eye, walking a technician through a repair technique, and picking up tools to finish the work themselves.

Key Responsibilities

Quality Control and Inspections

• Conduct the final walk on completed units jointly with the vendor, using the property's standardized checklist to confirm readiness before any unit is presented for release
• Perform move-out condition assessments, documenting scope findings in the unit notes and parts list to generate an accurate turn scope
• Complete pre-move-in quality walks to verify all punch-list items are resolved and the unit meets Billingsley standards prior to resident possession
• Hold vendors accountable to agreed workmanship standards and pricing, identifying deficiencies early in the turn cycle rather than after the fact
• Serve as the first responder when quality issues arise during resident move-in walk-throughs, resolving concerns promptly to protect the resident experience
• Direct all final walk results to the Senior Make Ready Manager, who retains sole authority to approve a unit for occupancy

Team Leadership and Support

• Share the inspection workload with the Senior Make Ready Manager to sustain unit turn velocity during high-volume periods
• Provide hands-on training and coaching to Make Ready Technicians and Technician IIs on proper technique, safety procedures, and quality standards
• Partner with the Senior Make Ready Manager and Senior Service Manager on staffing decisions, performance discussions, and disciplinary matters within the make-ready team
• Model the professional conduct, safety practices, and quality standards that all technicians are expected to uphold
• Assist in onboarding new team members, reinforcing training on tools, chemicals, and property-specific procedures

Workflow and Productivity

• During lower-volume weeks, take initiative to reduce open work-order counts, close aging make-ready tickets, and contribute to property improvement projects
• Ensure that shop space, tools, and equipment are organized, properly inventoried, and stocked so the team is never delayed by missing supplies
• Maintain the shop order list to support consistent operational inventory in the make-ready shop
• Assist with generating purchase order numbers and coordinating vendor scheduling in alignment with the turn calendar and property budget
• Support forecasting of upcoming turn volume, staffing requirements, and vendor capacity needs in coordination with the Senior Make Ready Manager

Hands-On Maintenance and Make-Ready Work

• Perform and assist with all categories of property maintenance, including grounds upkeep, housekeeping, preventive maintenance, corrective repairs, deferred work, and emergency response
• Complete interior common-area and exterior maintenance tasks as assigned
• Carry out make-ready work including detailed cleaning and full or touch-up painting of doors, cabinets, trim, and comparable surfaces
• Access flat or low-slope roofs, attics, and crawl spaces, and work safely from ladders as conditions require
• Manage recycling and trash operations, including trash enclosures and compactor rooms
• Assist with weather-related cleanup and maintenance, including response to snow and ice conditions
• Maintain amenity spaces and common areas to uphold curb appeal and resident experience across grounds and shared facilities
• Perform light electrical audits and bulb replacement
• Maintain and inspect the shop, storerooms, equipment, and golf carts on a regular basis
• Travel to and provide assistance at other Billingsley communities as operationally required
• Attend team meetings, safety meetings, and required training sessions

Communication

• Maintain clear, professional, and timely communication with technicians, vendors, residents, and property leadership
• Provide residents with accurate unit status updates and expected timelines when involved in escalations or move-in issues

Safety, Compliance, and Reporting

• Work safely at all times and use required personal protective equipment for all applicable tasks
• Uphold and reinforce company safety standards across the make-ready team
• Maintain accurate records of unit turn status, associated costs, and timelines in Yardi, and provide regular progress updates to the Senior Make Ready Manager
• Perform additional duties as directed by the Senior Make Ready Manager or Senior Service Manager

Success Metrics

Metric

What It Measures

Unit Turn Time

Days from move-out to rent-ready, measured against the property's 10-day target

First-Pass Inspection Rate

Percentage of completed units that pass the final walk without requiring rework

Open and Aging Work Orders

Count of open make-ready tickets and work orders outstanding past target thresholds

Vendor Quality and Cost Control

Contractor adherence to workmanship standards and agreed pricing

Technician Growth and Retention

Skills acquired, certifications earned, and team retention over time

Qualifications

Education and Certification

• High school diploma or equivalent required; trade certifications in a relevant field are strongly preferred
• EPA Section 608 certification required

Experience

• Three to five years of experience in multifamily property maintenance or make-ready operations, with one to two years in a lead or supervisory role
• Demonstrated hands-on proficiency in plumbing, electrical systems, HVAC, appliance repair, and drywall and paint work
• Solid working knowledge of mechanical system fundamentals
• Prior experience with Yardi, including the Yardi Mobile app, preferred
• Proven ability to manage contractor relationships, maintain quality accountability, and support departmental budget adherence

Skills and Tools

• Proficiency with hand and power tools common to construction, maintenance, and landscaping, including circular saw, power drill, bench grinder, hedge trimmer, key machine, paint sprayer, and power floor cleaner, as well as associated chemicals
• Ability to safely operate motorized vehicles and golf carts
• Working proficiency in email, Microsoft Word, and Microsoft Excel
• Strong coaching, team-building, and leadership skills

Personal Attributes

• Positive, team-oriented approach with a clear orientation toward professional growth
• Reliable, punctual, and self-directed work style
• Openness to feedback and commitment to continuous development through supervisor guidance and Billingsley training programs

Additional Requirements

• Must have a personal cell phone and reliable personal vehicle to carry out job responsibilities
• Required to provide personal hand tools appropriate to the role
• Must be willing to wear the company-provided uniform during all working hours
• Schedule is driven by business needs and may include weekends, overtime, and on-call shifts

Physical Requirements

• Ability to stand, walk, and remain on feet for extended periods throughout the workday
• Ability to climb ladders, step stools, and similar equipment safely
• Ability to access confined spaces including attics and crawl spaces
• Ability to perform work on flat or low-slope rooftops
• Must be able to lift up to 50 pounds

Career Development

This role is a direct step in the Billingsley maintenance leadership path. The Assistant Make Ready Manager gains direct exposure to budgeting, vendor management, scheduling, and team leadership through the responsibilities of the role itself. Associates who demonstrate strong performance are positioned for advancement into the Make Ready Manager and Senior Service Manager roles.