Maintenance Coordinator

Garden Communities; Northern, San Diego (KY, CA); Hybrid; USD 42,000 - 62,000; Full time

Job summary

GC Service Corp is seeking a Maintenance Coordinator to provide administrative support for the maintenance office at the apartment community. You will greet residents, handle calls, manage work orders, and coordinate with the Regional Maintenance Manager and supervisors to ensure timely operations.

The role requires professionalism, confidentiality and the ability to work with leasing staff. Weekend coverage is possible, with emphasis on accuracy and resident service.

Qualifications

• 1 year experience and/or training; or equivalent of education and experience.
• Proficiency in Microsoft Office Suite and standard office equipment.

Responsibilities

• Greets customers and clients of the maintenance office and directs them appropriately.
• Answers calls, gathers information and forwards to the right person.
• Open and close all pending work orders and track progress daily.
• Assist vendors with obtaining keys for apartments per company policies.
• Schedule and coordinate tasks with property personnel and leasing staff.
• Issue and reprogram gate remotes; ensure move-ins are ready.

Skills

Customer service

Phone etiquette

Professionalism

Teamwork

Confidentiality

Communication

Education

1 year experience and/or training

Tools

Microsoft Office Suite

Job description

The Maintenance Coordinator is responsible for providing administrative support for the Maintenance Office of the apartment community. Assists Regional Maintenance Manager, Service Manager, and Maintenance Supervisor by providing administrative support as required.

ESSENTIAL DUTIES & RESPONSIBILITIES:

The Maintenance Coordinator’s duties and responsibilities include, but are not limited to, the following:

• Greets customers and clients of the maintenance office, directing them to the appropriate individual or department.
• Answers incoming telephone calls, identify nature of call, gather information and forwards call(s) to appropriate individual or department.
• Directs pertinent issues and matters to Regional Maintenance Manager, Property Manager and/or Assistant Property Manager daily.
• Assist vendors on a daily basis with obtaining keys to apartments in accordance with company policies and procedures.
• Projects a professional image in accordance with company dress standards.
• Open and close all pending work orders.
• Demonstrates initiative, professionalism, personal awareness, integrity and exercises confidentiality in all areas of his or her performance.
• Work with leasing administrative assistant or receptionist to complete scheduling tasks for property personnel.
• Set appointments for “No PTE” work orders.
• Make daily contact via phone or in writing to ensure that all necessary follow up (phone calls, letters, etc.) is completed.
• Check all messages daily and forward to appropriate individuals / departments.
• Assist Service Manager in completing, monitoring and tracking work orders daily.
• Walk property conducting patio checks.
• Check fax machine daily and distribute faxes received.
• Distribute maintenance related inter-office communications.
• Issue and program / reprogram gate remotes to residents as needed.
• Walk vacant apartments to ensure move-in ready and / or take photos of move outs as needed.
• Make and issue keys and / or locks as needed.
• Schedule vendors for flood remediation units and follow up as needed.
• Ensure vendors are completing requests in a timely manner.
• Accomplishes all tasks as appropriately assigned or requested.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations are available, upon request, to assist qualified persons with disabilities to perform the essential functions of the job, as needed.

EDUCATION/EXPERIENCE:

• 1 year experience and/ or training; or equivalent of education and experience.

TECHNICAL SKILLS REQUIRED:

• To perform this job successfully, an individual should have knowledge of Microsoft Office Suite.

PHYSICAL DEMANDS:

• Regularly required to sit, stand, walk, or otherwise move about the property. Work with standard office equipment and may include long periods of computer use. Some bending for filing paperwork. Some prolonged telephone use.

COMMUNICATIONS:

• Must be able to communicate (orally and written) in a professional manner on a regular basis with prospective residents, current residents, staff, management and co-workers within the company as well as with outside vendors. Must be able to work as part of a team. Follows instructions and responds to management’s direction. Takes constructive criticism and uses it as a learning tool.

SUPERVISORY RESPONSIBILITIES:

• This position has no supervisory responsibilities.

ATTENDANCE AND PUNCTUALITY:

• Is reliable and consistently at work and on time; weekend work is required.

TRAVEL

• Travel may be required within the Southern California Region.

OTHER COMPETENCY REQUIREMENTS FOR EFFECTIVE PERFORMANCE

• An energetic, positive, ethical and enthusiastic leader with strong people management skills. Effective communicator, trainer and motivator. Inspires trust, respect and loyal team relationships.
• Understands business objectives (focus on profitability, quality, professionalism, efficiency and effective use of time), and is results driven. Develops practical strategies to achieve business objectives. Makes sound business decisions.
• Excels in a fast paced, dynamic environment; ability to adapt to changing priorities; remains organized and focused under pressure; able to meet deadlines.
• Calmly and effectively manages conflict, difficult and/or emotional situations; focusing on resolving issues and achieving an effective solution, rather than on blame.
• General understanding of company’s policies and laws applicable to the conduct of business; follows and enforces such policies and laws.
• Works independently with little or only general supervision.
• Is accountable for the responsibilities of the position; accepts constructive criticism in a positive manner.
• Ability to plan, budget, schedule staff and resources effectively and efficiently.
• Treats others with respect; shows sensitivity to and respect for cultural differences; supports diverse workforce and helps to ensure a workplace and living community free from unlawful discrimination and harassment.
• Maintains confidentiality and discretion with regard to sensitive proprietary and confidential information of Company, residents, and customers.

GC Service Corp is an equal opportunity employer, veterans and disabled.