Maintenance Coordinator

2 weeks ago

King Salmon, United States Mayroad Full time

Summary/Objective

  • Provides administrative assistance to the Maintenance Manager; responsible for effectively coordinating the maintenance turn and service request process, while collaborating with property management, residents, and sub-contractors

Essential Functions

  • Assists with coordination of the Maintenance Department functions, acts as a liaison between the maintenance technicians, vendors, and residents
  • Manages and tracks work order data through RealPage property management software
  • Consistently keep Operations Director, Maintenance Manager, and Leasing and Resident Manager informed with regard to work orders and turn status
  • Opens, tracks, and manages the entire process surrounding work orders and purchase orders; coordinates vendor and maintenance activity including schedules, purchase orders, and invoices
  • Assists Maintenance Manager with initiating work orders and tracking the Preventive Maintenance program
  • Maintains open dialogue with the Property Management team to ensure pertinent work orders and/or turn information is communicated; coordinates with the Leasing office to ensure homes are ready for move-in
  • Communicates with residents regarding work order status
  • Provides detailed process information to leadership on work orders and purchase order completion to assist leadership in identifying best practices, successes, and challenges
  • Provides reporting on the maintenance and/or turns the process to the Maintenance Manager and Leasing and Resident Manager; creates and updates the Military Unit Availability Report, the Open Purchase Order Report, the Make Ready Dashboard and/or Work Order Dashboard, and the Service Request Detail Report
  • Processes work orders and invoices for turn and/or maintenance tasks; works with the Leasing staff and dispatch center to ensure proper categories and priorities are assigned to work orders
  • Identifies inconsistencies in turn and/or maintenance process documents and/or purchase orders and remedies them as required
  • Conducts service request reviews to keep military housing offices informed of maintenance status, occupancy/vacancy/COM status, and other applicable information
  • Provides accurate and up-to-date turn schedules to vendors; assists vendors in accessing vacant and occupied homes
  • Attends vendor meetings as needed
  • Assists the accounting department to ensure turn and/or maintenance purchase orders and invoices are accurate
  • Enters inventory requirements annotated on work orders and turn scheduling into RealPage and assists Maintenance Manager in making required purchases
  • Issues, tracks, and manages keys for all local Mayroad properties
  • Maintains turn and/or work order files once they are closed
  • Performs other job-related duties as assigned

Supervisor Responsibilities

  • No Supervisor responsibilities

Required Qualifications

EDUCATION REQUIREMENT - High School graduate or GED

  • 1+ years of experience in property management, customer service, or related industry

Knowledge, Skills & Abilities

  • Familiar with/able to use property management software, such as RealPage, Yardi, etc.
  • Proficient with MS Office Software, including MS Word, Excel, Outlook
  • Excellent verbal and written communication and presentation skills; Note: when traveling outside the office, an employee will be required to use a personal phone
  • Ability to work independently without significant oversight of responsibilities
  • Comfortable working and communicating with employees and residents at all levels
  • Excellent teamwork focus
  • Excellent organizational skills
  • Basic financial skills to ensure proper accounting and documentation of residency management
  • Ability to analyze and perform self-audits to identify and fix discrepancies
  • Ability to adapt and prioritize scheduling based on urgency and need
  • Ability to multi-task in a demanding environment
  • Ability to pass a state and federal background check to obtain access to the installation; ability to pass a 12-panel pre-employment drug test
  • Valid driver's license; must be able to meet a Motor Vehicle Review in accordance with Company policy; Note: Employee will be required to use personal vehicle for on-the-job transportation
  • Ability to communicate with associates and customers

Work Environment

While performing the duties of this job, the employee regularly works in an office setting and out in the local community. Job includes regular driving and mobility in the local residential community. While performing the duties of this position, employees may occasionally be exposed to environmental hazards, such as extremes in heat/cold, humidity, and moisture, as well as hazards associated with residential visits and inspection activities.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods and the use of hands/fingers is common. Hearing and vision within normal ranges are helpful for normal conversations, receiving ordinary information, and preparing or inspecting documents.

Some heavy lifting is expected. Exertion of up to 25 lbs. of force may occasionally be required. While performing the duties of this job, good manual dexterity for the use of common office equipment such as computer terminals, calculators, and copiers is needed.

The employee is frequently required to walk. May be required occasionally to reach, stoop, grasp, kneel, and crouch.

Travel

Not applicable

Other Duties

Please note this job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications. Additional job-related duties may be assigned. Mayroad reserves the right to amend and change responsibilities to meet business and organizational needs as necessary with or without notice.

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