Maintenance Coordinator

at  Holland Properties

MAINTENANCE COORDINATOR

Maintenance Coordinators, assigned to Maintenance, support the Pod Leader in the daily operations of a property management portfolio by implementing the approved management plan, performing administrative tasks, overseeing required maintenance upon notice from owners or tenants and building positive relationships with owners, tenants, and vendors.
Successful Maintenance Coordinators should have excellent organizational and interpersonal skills, time management, and attention to detail, and be able to create synergy in their pod by working as a team.

REQUIREMENTS FOR THE POSITION INCLUDE:

• Min. 1-year experience working with a Property Management company in the US
• Proven record coordinating maintenance for 200+ units
• Open-minded and willing to learn and innovate
• Great time management and organization skills
• Always curious; wanting to learn and investigate
• Familiarity with spreadsheets, data entry, effective communication via email
• Ability to instill trust while demonstrating care and concern with client’s sensitive information
• Provide a people-centered approach to every client interaction
• Must be able to maintain confidentiality and always use discretion and judgment
• Clear and concise communication skills, both verbal and in writing
• Positive upbeat and high-energy personality
• Maintain strong attention to detail while completing tasks in a timely manner
• Initiative, personal accountability, sound decision making and ability to transition easily from task to task

DUTIES AND RESPONSIBILITIES:

• Answer calls or forward to the appropriate person as well as follow up with voicemails and emails.
• Set up daily routines for both personal and pod email management.
• Be familiar with and follow the Holland S.O.P. Documents related to maintenance.
• Monitor internal tools (Appfolio, Meld, LeadSimple) for recurrent or unplanned work orders or create new work orders as needed.
• Review the work order description and/or contact owners or tenants to gather more details as needed.
• Guide tenants through troubleshooting and look for obvious fixes such as reset buttons on disposals and GFCI outlets to be sure a work order is necessary.
• Edit work orders to ensure clarity of needs ie. pictures and thorough description of issues for technicians and vendors.
• Check all systems for duplicate or recurring issues and orders and read all applicable notes.
• Based on the work descriptions and probing questions asked, identify whether the best choice to complete the job is our maintenance technicians or a vendor.
• Communicate with vendors, tenants or owners to schedule work or request estimates.
• Requesting funds from the owner prior to scheduling work when applicable.
• Overseeing the timely and successful completion of maintenance requests through work orders.
• Ordering and coordinating appliance replacement with our maintenance technicians.
• Ensure invoices from vendors have been received or follow up with vendors in case they haven’t and review upon received. Notify accounting when invoices are received and reviewed.
• Assist with the review of 3 month and annual inspections and create work orders with the intent of maintaining the quality of life of our tenants and the value of the owner’s property.
• Act as a mentor for new team members and share to the best of your abilities your knowledge and experience.
• Be present for all required meetings and training sessions applicable to learning skills pertaining to their job, responsibilities or as specified by their direct supervisor.
• Set up daily work flows and time blocking to accomplish projects and dedicated time to work on work orders older than 30 days.