Service Coordinator (Full Time)

Description

JOB SUMMARY

The Service Coordinator, under the supervision of the Director of Facilities, establishes office procedures, completes clerical job duties, and maintains record-keeping processes. The Service Coordinator interfaces with residents on the work order system, coordinating aspects of work order repairs including prioritizing work and assigning technicians to perform the work. The Service Coordinator will assist in all aspects of the fleet management.

PAY RATE

Starting pay rate is $20.00/hr. and is commensurate with experience.

ESSENTIAL JOB FUNCTIONS

• Performs clerical duties including welcoming guests and answering the telephone in a professional and positive manner, opening and distributing mail, maintaining files, and preparing routine correspondence for the department
• Assists the Director of Facilities by receiving, prioritizing, scheduling, and monitoring maintenance work order requests; in collaboration with the Field Manager and the Assistant Director, assigns technician support based upon availability and skills
• Advises residents, contractors, and technicians on the status of work orders, maintenance requests and critical tasks or projects. Notifies residents about preventive maintenance and repairs if they will be impacted.
• Assists the Director of Facilities in updating department policies and procedures
• Maintains an adequate supply of office materials and forms for the department
• Completes purchase requisitions as needed, ensuring vendors are paid in a timely manner; complies with established purchasing approval procedures
• Tracks status and replacement of safes, appliances, and heat pumps
• Maintains capital asset assessment for maintenance and repair
• Maintains and trains technicians on tablets synced to the WorxHub system
• Assists residents in writing work requests and describing work; maintains current resident information in the WorxHub (work order) system
• Responsible for work order status and performance indexes on incomplete work orders. Reviews daily completed work orders. 
• Attends meetings and keeps minutes as required; drafts, distributes, and files necessary reports accurately
• Ensures Facilities employees have properly assigned uniforms
• Maintains office equipment in good working order; maintains records for medical equipment and repairs; coordinates repairs or replacement with Materials Management
• Maintains recordkeeping systems to include vehicle inspections
• Maintains a comfortable, safe, and orderly work environment; greets guests and makes them feel welcome
• Serves as member of disaster and emergency response teams; fulfills assigned role in fire drills and for snow removal
• Evaluates work processes and methods and submits recommendations for continuous quality improvement
• Performs other duties as assigned

QUALIFICATIONS

· High School diploma or equivalent required

· Three (3) years of progressively responsible administrative experience in facilities management or a similar field, required

· Supervisory experience, preferred

KNOWLEDGE, SKILLS AND ABILITIES

· Knowledge of general office clerical procedures

· Proficiency with Google Suite and Microsoft Office, required; experience with service or order management software, preferred

· Ability to exercise sound professional judgment and communicate effectively verbally and in writing Excellent organizational and administrative skills

· Ability to maintain professional working relationships with staff, community, and regulatory officials

· Ability to regularly and safely lift and carry up to 25 pounds

Salary : $20