Utilities Coordinator

3 weeks ago

New York, United States Furnished Quarters Full time
Job DescriptionJob Description

Company Overview

Furnished Quarters sits at the exciting intersection of travel, hospitality, real estate, lifestyle, and design. We are a privately owned LGBTQ+ diverse,  operated supplier of short-term housing. With 24+ years of experience in alternative accommodations, we are one of our industry's largest independently owned companies.

We offer a wide range of housing options for business and leisure travelers for stays 30 days or more. Through our exceptional assortment of inventory and best-in-class service, we provide an elevated home-away-from-home experience for our guests.

Both internally and externally, we celebrate five Core Values: Challenge, Collaboration, Care, Career, and Community. We love an interesting challenge to better ourselves and each other. We encourage and celebrate collaboration at every turn. As a certified LGBTQ+-owned business, we care about people, diversity, and inclusion, treating others with respect and integrity. We support every employee in their career growth and development. Lastly, we create a community where people feel comfortable being themselves and finding fulfillment in their work.

Maintaining a healthy work-life balance is not just encouraged but prescribed. Here, every person has a chance to define their own processes and work in an entrepreneurial environment where every voice is important. 

Work with us and find out what it means to #StayDifferent.

Job Summary

The Apartment Services Specialist has several important responsibilities. They are in charge of scheduling appointments to connect and disconnect utilities for accounts, handling Guest Service requests regarding utility services, and ensuring that account information is accurate and up-to-date.

In addition to these responsibilities, the specialist assists with various other tasks, such as coordinating housekeeping operations and addressing any issues that arise. They also play a role in maintaining relationships with vendors and building management, ensuring smooth communication and effective collaboration. Furthermore, the specialist assists with apartment logistics and parking management, as well as assisting the director with amenity billing.

In performing these duties, the Apartment Services Specialist follows all Furnished Quarters Core Values and diligently performs their essential functions. This position will sit within our NYC office location. Schedule: Monday-Friday 9 AM-5:30 PM.


ESSENTIAL FUNCTIONS

Utility Account Management:

  • New unit account set up in core markets and Global Solutions.
  • Communicating with all utility vendors to ensure proper installation completion.
  • Processing account changes per Guest Service requests.
  • Performing all downgrades to accounts once the tenant moves out.
  • Disconnecting all utility accounts when a unit lease is not renewed, or the apartment is deconstructed.
  • Negotiating rates and promotional rates for cable services.
  • Tracks all existing promotional rates due to expire.

Appointment Coordination and Communication:

  • Coordinating set-up and service-related utility appointments.
  • Communicating directly with the Operations team to schedule appointments and confirm task completion.

Data Management:

  • Creating tasks in Oscar to track billing and additional services accurately.
  • Inputs amenity billing for in-unit upgrades, parking, and cable packages, to ensure proper invoicing and scheduling.
  • Assists with setting up parking through the amenity billing process and acting as the main point of contact with parking garages.  Setting up and discontinuing parking based on guest reservations.
  • Updating all new account information in Oscar.
  • Updating all account numbers in Salesforce.

Invoice Management:

  • Assists with Parking invoices ensuring tracking and accuracy.
  • Entering invoices and allocating them to the correct General Ledger codes.
  • Posting invoices to the general ledger and maintaining open invoice files.

Operations & Housekeeping Coordination:

  • Supporting daily housekeeping schedules according to Furnished Quarters standards.
  • Communicating with outsourced housekeeping teams.
  • Liaising with housekeeping vendor employees for permission to enter.

Task and Assignment Management:

  • Generating operational reports for coordinating daily arrivals and departures.
  • Communicating with the outsourced van team.
  • Maintaining records of completed tasks such as cleaning and inspections.
  • Monitoring daily assignments to ensure proper task completion.
  • Reserving elevator time with properties.
  • Coordinating Certificate of Insurance requirements with properties.
  • Communicating Housekeeper reminder notices to in-house guests.
  • Communicating Pre-Move Out Inspection notices to in-house guests.
  • Scheduling tasks requested by the Operations Management team.
  • Handle all cases identified by the GOS team through the inspection process that involve building related issues. For example, flooring, electrical, HVAC, appliances, and plumbing related issues.
  • Accurately communicate work orders via building portals and/or as specified by property management.
  • Follow up on work orders with the respective building contact to ensure our apartments are being attended to per lease agreements.
  • Close assigned cases in Salesforce in a timely and effective manner.

Vendor and Staff Liaison:

  • Establishing and maintaining working relationships with building staff and vendors.
  • Acting as a liaison between Operations Assistants and vendors for the Operations Department.

Customer Service and On-Call Support:

  • Maintaining a professional and friendly attitude towards guests and colleagues.
  • Creating and updating Cases in Salesforce.
  • Actively participate in the rotating on-call program as scheduled.

REQUIRED SKILLS & QUALIFICATIONS

  • High School Diploma or equivalency required.
  • Bachelor’s Degree in Accounting, Hospitality, or other business-related degree preferred.
  • 3+ years related hospitality accounting, guest services, or operations experience required. 
  • 3+ years of administrative experience required.
  • Basic computer knowledge, including Microsoft Word, Excel, and Outlook.
  • Required good communication skills, both verbal and written.
  • Must have a professional telephone manner.
  • Ability to communicate information to management and guests. 
  • Ability to understand and follow verbal/written instructions in English and communicate in English both verbally and in writing.  
  • Flexibility with work schedule as dictated by business and operational demands.

PHYSICAL REQUIREMENTS

An employee must meet the physical demands described here, with or without accommodation, to perform the essential functions of this job successfully.
 
While performing the duties of this job, the employee is regularly required to speak with customers.  The employee must frequently sit, stand, and walk.
 
The employee must review text approximately 20 inches or less (i.e., working with small objects or reading small print), including using computers.
 
The employee must frequently enter text or data into a computer or machine.

Benefits and Perks

Medical, Dental, Vision, Life Insurance, Long Term & Short Term Disability, Medical FSA, Commuter Benefits, 401k with Company Matching.

Salary: $22-24

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