Service Coordinator

Partners Development Group; Okotoks; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive salary

Full benefits

Team events

Collaborative office

Job summary

Partners Properties, the property management arm of Partners Development Group, seeks a Service Coordinator in Okotoks to link residents with the maintenance team, handling requests from intake to close-out in Yardi.

This full-time role at our head office emphasizes resident-first service, strong communication, vendor coordination, and disciplined documentation to keep work orders on track and records up to date.

Qualifications

• Minimum 3 years of experience in customer service, administration, or service coordination.
• Excellent documentation discipline with accurate, system-based record keeping.
• Ability to prioritize and dispatch effectively, staying calm under pressure.
• Strong vendor coordination and resident-focused communication.

Responsibilities

• Receive maintenance requests via Yardi, email, phone, and portal and triage by priority.
• Provide first response to residents and communicate work-status through resolution.
• Dispatch work to technicians or vendors and schedule access and appointments.
• Coordinate vendor scheduling and initiate purchase orders with written authorization.
• Maintain organized service records and close out work orders with complete documentation.
• Track preventive maintenance and report progress to management.
• Help improve SOPs and service level targets using data and feedback.

Skills

Customer service

Communication

Documentation and record keeping

Dispatch coordination

Tools

Yardi Voyager

Microsoft 365

Job description

Position Profile

Job Title: Service Coordinator
Job Type: Full-time, Permanent
Location: Okotoks, Alberta
Reports To: Facility Manager

Our Company

Partners Properties is the property management division of Partners Development Group Ltd., which has been building thoughtfully planned communities in the Calgary and Okotoks areas for over 25 years. Our communities are designed to encourage healthy living and enhance family well-being, and we manage them with the same care we put into building them. We take pride in a strong culture based on family values, teamwork, and giving back to the communities where we work and live. Through Partners Properties, we help residents from all backgrounds find a place to call home.

Position Overview

We are seeking a Service Coordinator for the Partners Properties residential portfolio. This role is the central link between our residents and our maintenance team. You will manage maintenance service from the first request through to close-out, including intake, triage, dispatch, scheduling and resident communication. You will coordinate the Service Technicians’ daily work, organize the after-hours on-call schedule, and make sure every request is handled promptly, professionally and documented accurately in Yardi.

Key Responsibilities

• Receive maintenance requests by Yardi, email, phone and resident portal, and apply consistent triage standards to set priorities and separate urgent from non-urgent work.
• Provide first response to residents during business hours and keep them informed of work-order status through to resolution.
• Dispatch work to Service Technicians or external vendors, schedule access and appointments, and set daily priorities for the technician team.
• Coordinate vendor scheduling and initiate purchase orders, ensuring written authorization is in place for vendor work.
• Handle maintenance-related concerns with professionalism and empathy, escalating to the Manager when appropriate.
• Close out work orders in Yardi with complete documentation (notes, photos, vendor invoices, parts and materials) and maintain organized service records.
• Track preventive maintenance completion across the portfolio, follow up on overdue items, and provide regular reports to the Manager.
  
• Use Yardi data and team feedback to help improve SOPs and service level targets.

Qualifications

• Minimum 3 years of experience in customer service, administration or service coordination.
• High proficiency with Yardi Voyager and its maintenance modules.
• High proficiency with Microsoft 365 tools.
• Strong documentation discipline, with accurate, system-based record keeping.
• Excellent prioritization and dispatch coordination skills, with the ability to stay calm under pressure, including during emergencies.
• Strong vendor coordination and follow-up skills.
• Resident-first approach with excellent communication and empathy.

Preferred Qualifications

• Property management or maintenance coordination background.
• Enjoy working with a team and building relationships with residents, trades and vendors.
• Passion for people and customer satisfaction.

Working Conditions

• Full-time, Monday to Friday.
• Work location at Head Office, Okotoks, Alberta

What We Offer

• Competitive base salary
• Full benefit package (premium paid for by Partners)
• Frequent team-building events
• Fun and collaborative office environment

Join our team and help us deliver exceptional living experiences for our residents!

Please note, only those candidates chosen to continue through the selection process will be contacted.