Maintenance Coordinator

The Maintenance Coordinator is responsible for assisting the maintenance division in coordinating the day-to-day activities to ensure smooth flow, accurate accounting and recordkeeping, proper document control, and overall success of the division.

Job Responsibilities:

· Coordinate meetings and ensure the meeting needs are met.

· Maintain filing systems, both electronic and hard copy.

· Assist with obtaining, verifying, and entering subcontractor W9’s.

· Assist with various office related projects throughout the year.

· Light office housekeeping duties.

· Assist the Project Manager in the review of daily maintenance tickets and projects to ensure all ticket reporting requirements, including subcontractor notes are present.

· Ensure that all daily maintenance tickets and projects are present for tracking purposes. Audit the tracking process periodically for physical ticket location and to identify any potential time delay issues.

· Close out maintenance tickets and projects accurately, pull costing reports, and submit for final pricing in a timely manner (within 30 days of completion).

· Prepare and send invoices for maintenance tickets and projects in a timely manner (within 45 days of completion).

· Receive payment for invoices.

· Make payment to subcontractors when needed.

· Verify field labor time before it is turned in for bi-weekly payroll.

· Track receipts for purchases made by the staff.

· Enter credit card charges in QuickBooks.

· Assist the accounting department by entering subcontractor invoices in QuickBooks.

· Collaborate with other members of the team to establish practices, policies, and tools that will allow the company to succeed as an organization.

· Serve as rotational backup (on-call) for emergency maintenance tickets. Source and schedule subcontractors/vendors for emergency coverage.

Required Qualifications:

· Intermediate level understanding of common computer software such as Microsoft Office and all related applications.

· Intermediate level understanding of QuickBooks.

· Experience using maintenance software such as Contractor Foreman and/or Pro Lease.

· Basic to intermediate knowledge of general maintenance issues and the associated trades involved.

Qualities of a Successful Coordinator:

· Self-motivated, doesn’t depend on manager for direction.

· Ability to seamlessly manage multiple tasks/projects effectively.

· Good time management skills and the ability to prioritize work appropriately.

· Detail-Oriented.

· Excellent attendance.

· Exhibits strong organizational and planning skills.

· Excellent problem solving skills.

· Communicates clearly (verbally, in writing, and via text).

· Proactively self-educates with the ability to conduct honest performance evaluations to promote self-development.