Job Description :

Working under the direction of the Vice President of Maintenance and supporting the Market President, the Maintenance & Office Coordinator is responsible for specific coordination and administrative responsibilities related to supporting market office operations and maintenance services dispatching.

The position is expected to work in the office a minimum of 4 days per week. The position requires strong organizational skills as well as computer skills, and strong customer service orientation.

Your Responsibilities :

Maintenance coordination duties (taking and making calls on maintenance duties) including managers, homeowners and FPS Team

Utilize Kickserv or similar organizing software

Dispatch / Schedule FPS technicians based on assigned work orders and scheduled visitations

Maintain FPS maintenance records, work orders and other important information

Schedule vendor appointments as assigned by supervisor

Coordinate maintenance work with trustees and / or homeowners and maintenance team

Follow-up on satisfaction of maintenance work performed

Manage maintenance and office documentation digitally and / or physically

Greet visitors and assist in meeting needs or connecting to the right individuals

Dispatch and track keys for the property at Blue Hills Common

Log visitors and vendors on the property

Assist in planning and execution of events in the office

Lead office organization and cleanliness

Maintain office supply orders and inventory

Coordinate office equipment readiness (copiers, printers, hardware, etc.)

Assist with office mail related requests

Provide administrative support to the executive team by assisting in special projects and / or initiatives as needed

Additional Responsibilities :

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• Respond to customer inquires
• Maintain accurate property, owner and resident information
• Ensure office spaces are safe and clear of hazards
• Administrate computer systems such as key fobs, HVAC, etc.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications :

Two years of experience in administrative office function including data entry, internal / external communication and task prioritization.

Experience in high volume processing highly preferred

• High School Diploma or equivalent
• Excellent organizational skills and project management
• Advanced written communication skills.
• Strong Microsoft Office skills.
• Ability to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats and in a timely manner
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Skill in developing and maintaining good working relationships
• Strong technical system skills

What We Offer :

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others.

In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation :

$20.00 - $22.00 / hourly

Disclaimer Statement :

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

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Last updated : 2024-05-17