What are the responsibilities and job description for the Maintenance Administration / Dispatch position at Premier Island Management Group?
Hours/Days: Monday - Friday Split shift
At least 1 year of related experience required.
I. Summary of the main function/purpose of the position: The maintenance dispatcher is responsible for the operation of the maintenance front office. The purpose of this position is to receive service requests from guests, owners, and other departments, dispatch maintenance technicians, keep work order logs, and process maintenance billing. Additionally, this position is responsible for excellent customer service in all aspects of maintenance operations.
II. Key Principal duties/responsibilities:
- Receive service requests and work orders via telephone, e-mail, radio, or walk-ins and dispatch maintenance technicians.
- Keep maintenance work order log and follow up with the customer to ensure excellent service
- Respond to customer complaints and follow up to resolution.
- Proper records keeping and work order filing.
- Interact with another department on a day-to-day basis.
- Communicate with owners and guests regarding maintenance issues.
Occasional duties or projects which may be performed at irregular intervals:
- Take minutes for maintenance meetings
- Assist HOA accounting and HOA administration office personnel.
- Participate in property-wide hurricane preparation process.
- Other duties as assigned by the management.
III. Accountability: Areas in which the position is accountable/responsible:
Records: Keep accurate records of all work performed by the maintenance department, keep a maintenance dispatch log, and ensure accurate invoicing. Keep and maintain other pertinent customer records such as the Do Not Enter sheet, rental units, etc.
Safety: Perform all assigned tasks safely.
Customer Service: Assist customers with any questions/requests and follow up to ensure excellent service.
Dept. Specific: Operations of the maintenance front office and administrative work.
IV. Supervisory Responsibility:
None
V. Educational and/or equivalence in experience requirements:
High school diploma required. 3 years minimum accounting experience preferred. Customer service experience is required.
Specialized or technical educational requirements:
- Accounting training
- Customer service training
- MS Office applications training or relevant experience
Certification or licensing requirements:
Valid Florida Driver’s License.
VI. Specialized equipment or machines used in the course of the duties of the position.
Variety of office equipment including but not limited to copier, fax machine, computer, mailing machine, etc. Knowledge of the Internet and e-mail is required. Knowledge of other common software applications such as PowerPoint, MS Publisher, etc.
VII. Physical demands:
While performing the duties of this job, the employee is regularly required to use hands and is required to talk and hear. This is mostly a sitting position with occasional walking, bending, stretching, and reaching with arms. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus. Ability to lift up to 20 lb. A presentable appearance is required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
VIII. Work Environment:
Typically high-traffic, high-stress office settings with noise levels often above average.
IX. Additional Remarks:
Ability to work with minimum supervision and a high degree of autonomy.
