DESCRIPTION:

The Lodging Maintenance Office Supervisor will report to the Maintenance Manager and offer support to the maintenance team by ensuring effective and efficient delivery of work orders, purchasing, invoicing and billing, updating database, and completing other related clerical functions.

EXPERIENCE/REQUIREMENTS:

• Previous supervisory experience an asset.
• Excellent written and verbal communication skills
• Relevant computer skills, Microsoft office, Excel, QuickBooks, Sage, Maximizer etc.
• Accounting knowledge an asset
• Maintenance background an asset
• High school diploma or equivalent preferred
• Strong organizational skills
• Able to multi-task, work well under stress and meet targeted deadlines
• Must be flexible and adaptable under changing conditions, priorities, and unexpected situations.
• Must be able to work independently.
• Must possess safe work habits with an awareness of safe work

• Handle invoices for various divisions within the Maintenance department
• Process & assign internal, external & homeowner work orders, including assigning materials and labor
• Purchase department materials as required and acquire approval from relevant parties when necessary.
• Supplier Evaluation and Selection. Negotiating terms, conditions and pricing.
• Ensure compliance with company policies and legal requirements when purchasing.
• Inventory Management, monitor levels and forecast future levels of stock to best suit maintenance department needs with trying to minimize excessive levels.
• Maintain stock/part rooms.
• Liaise with Trades when ordering project material.
• Reporting with cost analysis, market conditions and supplier performance.
• Create billings from completed work orders in a timely matter, respecting accountings cycles and timelines.
• Monitor and review all maintenance expenses and recoveries.
• Produce maintenance reports and assist with analysis as requested.
• Assist the Maintenance Manager with analysis of third-party contracts ensuring profitability.
• Input of Scheduling & Execution of Payroll Timesheet approvals for the maintenance department in the absence of the manager.
• Work with Manger / Building Maintenance Supervisor on scheduling projects and Preventive maintenance.
• Provide weekend coverage for Homeowners Coordinator.
• Assist with the collection of details, administration of records and execution of our Health and Safety Program for the Maintenance department.
• Liaise with other departments, Owners and Strata Managers
• Manage various maintenance software and reporting functions.
• Other duties as assigned by management.