Planner/Scheduler Admin Assistant

Job Description

SUMMARY: Oversees and coordinates daily operations of the maintenance, with vendors and owners, which includes constant communication with property supervisors, property assistants and vendors; maintains inventory of keys, signs and other maintenance equipment stored in office. Serves customers by dispatching installation and repair services; maintaining records and provides excellent customer service.

DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time as needed.

· Regular and predictable attendance is an essential function of this position.

· Assists Property Supervisors in maintenance and repair of equipment, buildings, and property as needed.

· Open work orders; identify appropriate service provider; monitor service progress; redirect service providers for additional support, if necessary; notify supervisor of extraordinary problems.

· Interfaces with appropriate staff/managers, vendors and owners (if necessary) to receive information regarding maintenance needs, ensures timely response to requests.

· Documents actions by maintaining excellent records.

· Monitors and maintains proper inventory levels

· Maintain key control; assists with invoices

· Work with Property Supervisor to ensure all fire and safety inspections are completed and any discrepancies corrected; ensures property is in compliance with all safety and sanitation policies, procedures, and regulations.

· Establishes and maintains professional communication with vendors.

· Schedule workflow with Residents, Vendors, and Property Assistants.

· Keeps up to date on overall activities of vendors, makes thorough notes on any communication and identifying problem areas and taking corrective actions.

· Performs other duties as assigned by manager.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Skills/Qualifications:

· Two to four years related experience or equivalent

· Must be bi-lingual;

· Strong organizational, problem-solving, and analytical skills

· Excellent written and oral communication skills

· Ability to manage priorities and workflow

· Possess a high energy level

· Excellent documentation skills

· Basic knowledge of ventilation/air conditioning, heating, refrigeration, electrical, plumbing, carpentry, painting, and other generally accepted maintenance skills

· Excellent customer service skills

· Commitment to excellence and high standards

· Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm

· Ability to work independently and as a member of various teams and committees

· Excellent written and oral communication skills

· Ability to deal effectively with a diversity of individuals at all organizational levels

· Proven ability to handle multiple projects and meet deadlines

· Strong interpersonal skills.

· Good judgment with the ability to make timely and sound decisions

· Creative, flexible, and innovative team player

· Ability to understand any and all safety requirements and cautions

· Ability to communicate professionally and effectively in person, on the phone, electronically, or through other means to individuals and groups.

· Must be able to speak, read, write, and understand the primary language(s) used in the workplace.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

· Must be able to remain in a stationary position for prolonged periods of time

· Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.

· The person in this position frequently communicates with clients/customers/vendors regarding maintenance related issues/concerns and must be able to exchange accurate information in these situations.

· The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

· At times move packages, signs and equipment up to 40 pounds.

· Interpret complex laws, regulations, and/or policies.

· Coordinate multiple tasks simultaneously

· Collect, interpret, and/or analyze complex data and information

· Understand and respond to a diverse population.

WORK ENVIRONMENT:

· Office environment.Company Description

Well-established and growing property management company located in Long Beach, CA has an immediate opening for an Marketing Coordinator with a strong emphasis in Customer Service.