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Facilities Maintenance Coordinator

2 months ago

Champaign, Illinois, United States Gordon Property Management Full time
Job Overview

As a Facilities Maintenance Coordinator, you will be instrumental in the seamless operation of our maintenance services. Your responsibilities will include overseeing a dedicated maintenance team, managing maintenance tasks through our digital platform, and acting as the main liaison for property owners and tenants regarding maintenance concerns. This position demands a combination of technical expertise, strong organizational capabilities, and exceptional communication skills, along with some hands-on maintenance tasks and on-site coaching when required.

Team Leadership:

Direct and supervise the in-house maintenance personnel, ensuring optimal performance and productivity.

Organize and allocate maintenance assignments, guaranteeing timely execution and high-quality service.

Provide training and guidance to maintenance staff, promoting a cooperative and efficient work atmosphere.

- Monitor, maintain, and report all hours worked and payroll to the finance department.

- Foster team cohesion.

- Track and manage all expenses for the team and report to finance.

Maintenance Management:

Oversee the digital maintenance portal, ensuring all requests are recorded, monitored, addressed, and billed in a timely manner.

Utilize and program advanced technology tools for troubleshooting and diagnosing maintenance issues reported by tenants.

Establish and oversee a preventative maintenance program to reduce unexpected repairs and prolong the lifespan of property assets.

- Network with local contractors and agencies to enhance our connections.

  • Update and maintain training for tenants and vendors on the use of the work order database, enforcing its utilization.
  • Maintain key logs for properties managed by the company.
  • Perform all maintenance tasks that can be executed in-house, minimizing reliance on external vendors.
  • Manage vendor relationships for projects requiring outside assistance.
  • Set and supervise preventative maintenance protocols.
  • Monitor and manage inventory levels of all parts, tools, and supplies needed for operations.
  • Be available for weekend and on-call hours to address after-hours service requests.
  • Participate in and oversee monthly property inspections and punch list evaluations.
  • Collaborate with management and accounting staff to integrate work orders and invoices, ensuring correct allocation.
  • Other responsibilities as assigned.

Communication:

Act as the primary contact for property owners and tenants regarding maintenance issues and updates.

Effectively communicate with the team, providing clear and timely updates on the status of maintenance requests.

Address emergency maintenance requests and coordinate with relevant parties to resolve issues swiftly and efficiently.

Administrative Responsibilities:

Maintain precise records of maintenance activities, including work orders, inventory, timesheets, and expenses.

Generate regular reports on maintenance performance and identify areas for enhancement.

Ensure adherence to safety regulations and company policies.

Technical Expertise:

Possess a comprehensive understanding of general maintenance practices and procedures.

Stay informed about industry trends and advancements in maintenance technology.

- Be proficient in programming and utilizing software.

- Be capable of working remotely with a laptop, tablet, or smartphone.

Qualifications:

Demonstrated experience in a maintenance management or similar role, ideally within property management.

- Experience in personnel management.

Strong organizational skills with the ability to prioritize and manage multiple tasks and projects concurrently.

Excellent communication skills, both written and verbal.

Tech-savvy, with experience using online maintenance platforms, databases, and other relevant software.

Knowledgeable about general maintenance procedures and practices.

Flexible schedule, with the ability to work nights and weekends as necessary, on call.

Emotionally intelligent, capable of handling stressful situations and making sound decisions.

Strong problem-solving abilities and attention to detail.

  • Exceptional oral and written communication skills.
  • Must possess a valid driver's license and reliable transportation.
  • Administrative and computer skills, including work order database systems.
  • Strong problem assessment and resolution skills.
  • Flexibility and adaptability in priorities, tasks, and schedule.
  • Organizational and leadership skills.
  • A self-starter able to develop, document, and implement new processes.
  • Work independently with minimal supervision.
  • Highly organized with a focus on detail and accuracy, strong time management skills.
  • Ability to manage and adapt to changing priorities.
  • Capacity to collaborate effectively with others to complete projects.
  • Professional appearance.
  • Learn and ensure compliance with all Fair Housing Laws, including local, state, and federal housing regulations (training provided).
  • Be prepared to pivot, roll up your sleeves, and assist where needed.

What We Provide:

Competitive salary and benefits package.

Opportunities for professional development and career advancement.

A supportive and innovative work environment.

The chance to be part of a growing company that values technology and efficiency.

- Opportunities for career progression.