What are the responsibilities and job description for the Maintenance Coordinator - Commercial Real Estate position at Intelica?
Position Summary:
The Maintenance Coordinator will play a vital role in supporting the commercial maintenance and property management teams by coordinating administrative tasks, vendor services, work orders, and maintenance schedules. This individual will act as a liaison between maintenance staff, property managers, and vendors to ensure smooth operations and effective communication across teams. The position reports to the Director of Property Management and collaborates closely with the Chief Building Engineer.
Primary Responsibilities:
Work Order & Payroll Management
- Manage the Angus work order system, ensuring timely responses and updates.
- Oversee payroll hours in Paycor and make adjustments based on work orders from Angus.
Vendor & Expense Management
- Submit and manage vendor requests.
- Coordinate vendor meetings with maintenance technicians.
- Maintain vendor Certificates of Insurance (COIs).
- Manage and submit expense reports for the maintenance team.
- Monitor vendor performance, including service reliability and quality, and provide feedback for reviews.
Scheduling & Coordination
- Assist with creating and maintaining the annual holiday and on-call schedules.
- Coordinate schedules to enable maintenance staff participation in corporate and social events.
- Support scheduling and logistics for required safety training, continuing education, and staff licensing renewal deadlines.
Staff Support & Compliance
- Assist HR in recruitment efforts, including attending job fair, coordinating interviews, and supporting onboarding for new hires.
- Collaborate with HR to schedule and track safety training and other compliance requirements for maintenance staff.
- Maintain records of employee certifications, licenses, and compliance with regulatory requirements.
Preventative Maintenance & Equipment Oversight
- Track and schedule preventative maintenance schedules for key building systems (e.g., HVAC, elevators, fire safety).
- Coordinate the assignment and completion of preventative maintenance tasks.
- Maintain and update an inventory of tools, equipment, and vehicles used by the maintenance team.
- Coordinate procurement of supplies and equipment in collaboration with the Chief Building Engineer.
Operational Reporting & Meetings
- Prepare monthly and quarterly reports on maintenance operations, including work order metrics, vendor performance, and key activities.
- Attend regular property management meetings to provide updates on maintenance operations and support collaboration between teams.
- Serve as a point of communication between property managers and maintenance staff, ensuring information flows efficiently across teams.
Qualifications:
- Experience in property management, operations support, or a similar role is preferred.
- Proficiency in work order systems (e.g., Angus) and payroll management software (e.g., Paycor).
- Strong organizational, multitasking, and problem-solving skills.
- Excellent communication and interpersonal skills to work effectively across departments.
- Experience in vendor management and administrative processes.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
