Project & Maintenance Coordinator

at  Leasehold Improvements Inc

Project & Maintenance Coordinator
Location: HRM
Reports To: Operations Manager
Employment Type: Full-time
Job Overview:
Leasehold Improvements is seeking an organized and proactive Project & Maintenance Coordinator to manage and streamline maintenance and construction projects. This role requires a highly detail-oriented individual who can effectively communicate with customers, in-house teams, and subcontractors to ensure maintenance and project-related activities are handled efficiently and professionally. The ideal candidate thrives in a fast-paced environment and demonstrates strong problem-solving and multitasking skills.
Key Responsibilities:

Maintenance Management:

• Respond to incoming maintenance requests from customers and determine the best course of action.
• Schedule and dispatch technicians for maintenance tasks, ensuring timelines are met.
• Schedule sub-trades for maintenance jobs
• Coordinate recurring maintenance schedules (e.g., weekly, monthly, preventative maintenance).
• Follow up on scheduled tasks to ensure completion.
• Request purchase orders (POs) from clients or stakeholders when necessary.

Construction Support:

• Schedule sub-trades for maintenance and construction projects as required.
• Submit and manage building permits for various projects, ensuring compliance with regulations.
• Ensure project documentation, including contracts, permits, and reports, is accurate and up to date.
• Follow up on scheduled work to ensure completion.
• Request purchase orders (POs) from clients or stakeholders when necessary.

Communication & Coordination:

• Arrange quotes and estimates for requested maintenance and construction tasks.
• Serve as the primary point of contact between clients, technicians, and subcontractors, providing updates and resolving inquiries.
• Update customers when tasks or projects are completed, sharing detailed reports as needed.

Reporting & Documentation:

• Collect and verify site visit and maintenance reports from technicians, ensuring proper documentation.
• Maintain organized records of work orders, reports, and client communications.
• Utilize digital tools to manage scheduling, reports, and client updates.

Process Improvement:

• Ensure client portals are updated with the latest project and maintenance information.
• Monitor and refine workflows to enhance efficiency in task management and reporting.

Other Duties:

• Provide administrative support for construction and maintenance teams as needed.

Qualifications:

• Proven experience in project coordination, maintenance scheduling, or a related role.
• Strong organizational skills with a keen eye for detail.
• Excellent verbal and written communication skills.
• Proficiency in scheduling tools, project management software, and Microsoft Office Suite.
• Ability to manage multiple tasks and deadlines in a dynamic environment.
• Familiarity with building permits and regulatory requirements is an asset.
• Experience in the construction or property maintenance industry is preferred.

Key Competencies:

• Problem-Solving: Ability to evaluate requests and determine efficient solutions.
• Time Management: Effectively prioritize tasks to meet deadlines.
• Team Collaboration: Work closely with technicians, subcontractors, and clients to ensure smooth project execution.
• Customer Service: Maintain a professional and approachable attitude with customers and stakeholders.

Work Conditions:

• Office-based
• May require after-hours communication in case of urgent maintenance requests.

Job Type: Full-time
Pay: $50,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• English not required

Schedule:

• Day shift
• Monday to Friday
• No weekends

Work Location: In perso

• Provide administrative support for construction and maintenance teams as needed