What are the responsibilities and job description for the Maintenance Coordinator position at Settlers Hospitality?
Description
Our commitment to excellent guest services is what drives us, and we are dedicated to hiring outstanding individuals who share our passion for ensuring our guests have an exceptional experience while staying with us. We are currently looking for a hardworking and motivated individual to join our team as a Maintenance Coordinator.
The Maintenance Coordinator plays a key role in supporting all functions of Settlers Hospitality's maintenance department across all Pocono region properties. This position supports the field operations and will be based in the Hawley office during regular business hours and due to the nature of property management, must also be available after hours to respond to emergencies and ensure the timely care of our tenants, clients and properties.
Responsibilities
Maintenance Intake
- Maintain a well-organized system for tracking and documenting all maintenance-related communications with co-workers, tenants, clients, and vendors.
- Manage incoming work orders and maintenance requests via maintenance software systems
- Respond promptly and professionally to all calls, texts, and emails from tenants, clients, and vendors
Maintenance Dispatch
- Ensure all work orders are tracked, scheduled, and properly assigned to appropriate vendors or staff
- Dispatch the appropriate vendor or staff based on the work order details
- Ensure vendors respond, communicate and complete work as described
External Vendor Management
- Request and review estimates from vendors and contractors
- Negotiate terms and pricing when applicable
- Coordinate approvals and confirm authorization before work begins. This includes internal processes for capital expenditures.
Maintenance Invoices
- Collect and review invoices for accuracy and completeness
- Oversee processing and timely submission of invoices
- Reconcile vendor accounts payable and track payments
Maintenance Performance Oversight
- Monitor vendor and staff performance and ensure timely, quality completion of work
- Communicate updates with relevant contacts (tenant, client, etc.)
- Complete schedules for crews that meet business needs. Along with using our HRIS system to manage compliance of all company procedures.
Tenant Maintenance
- Organize and execute requests from new tenants moving into the property
- Review list with management, obtain estimates, schedule to complete work as approved
- Save photos, documents and reports to appropriate folders.
Departmental Efficiency & Reporting
- Maintain accurate systems and ensure data is organized per company policy
- Generate reports and provide data-driven insights to management
- Identify and implement improvements to department processes and technologies
- Transition workflow to ticket-based system
Other duties as assigned
Requirements
Qualifications:
- High school diploma or GED preferred
- Two years of supervisory experience preferred
- Able to follow spoken and written instructions
- Able to problem solve, delegate, and manage multiple projects
- Able to bend, kneel, squat, stand, and lift heavy objects as needed
- Proficient with office computer software and able to learn new technology as needed
