Maintenance Coordinator

Job Description

Job Description: Maintenance Coordinator

Position Title: Maintenance Coordinator

Department: Maintenance

Reports To: Operations Manager

Job Summary:

We are seeking a highly organized and detail-oriented Maintenance Coordinator/Scheduler/Dispatcher to join our maintenance team. The successful candidate will be responsible for scheduling maintenance technicians, managing inventory, handling billing and invoicing, planning jobs, and ensuring efficient communication between all stakeholders. This role requires a blend of technical knowledge, administrative skills, and excellent interpersonal abilities.

Key Responsibilities:

Scheduling Maintenance Technicians:

Develop and manage daily, weekly, and monthly schedules for maintenance technicians.

Ensure timely response to maintenance requests and efficient allocation of resources.

Coordinate with technicians to confirm job assignments and availability.

Billing and Invoicing:

Prepare and process invoices for completed jobs.

Track billing status and follow up on outstanding invoices.

Ensure accuracy in billing and adherence to company policies.

Inventory Management:

Monitor and manage inventory levels of maintenance supplies and equipment.

Order materials as needed and ensure timely delivery.

Conduct regular inventory audits and maintain accurate records.

Job Planning:

Plan and organize maintenance jobs, including estimating time and resource requirements.

Coordinate with clients and technicians to ensure clear understanding of job details and expectations.

Ensure jobs are completed on schedule and meet quality standards.

Communication:

Answer phone calls and emails from clients, technicians, and vendors.

Provide updates and status reports to clients and management.

Address and resolve any issues or concerns promptly and professionally.

Material Ordering and Sourcing:

Source and procure materials required for maintenance jobs.

Negotiate with suppliers to secure the best prices and terms.

Maintain relationships with key vendors and suppliers.

Skills and Experience Required:

Property Management Maintenance Knowledge: Understanding of maintenance procedures and requirements in a property management context.

People Skills: Ability to interact effectively with clients, technicians, and vendors.

Communication Skills: Strong verbal and written communication abilities.

Computer Knowledge: Proficiency in using computer software for scheduling, billing, and inventory management.

Organized: Exceptional organizational skills with the ability to manage multiple tasks and priorities.

Problem Solving: Strong analytical and problem-solving abilities to address and resolve issues efficiently.

Office Environment Experience: Comfortable working in an office setting, with experience in administrative tasks.

Education and Qualifications:

High school diploma or equivalent; Associate's or Bachelor's degree in a related field preferred.

Previous experience in maintenance coordination, scheduling, or a similar role.

Proficiency in using scheduling software, Microsoft Office Suite, and other relevant tools.

Working Conditions:

Office environment with regular interaction with maintenance technicians and clients.

Occasional travel to job sites may be required.

Full-time position with potential for overtime based on job demands.

To Apply:

Please submit your resume and a cover letter outlining your qualifications and experience: