Overview

Position Overview

Gates Hudson Community Management, at the Board’s direction, effectively manages the property. The Managing Agent will assume all responsibilities associated with accomplishing property objectives as set forth by the Association’s Board of Directors and GHCM’s Management Agreement. The SERVICE COORDINATOR conducts all business in accordance with the Association’s governing documents and GHCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to housing. Working under the supervision and direction of the General Manager, the SERVICE COORDINATOR’S duties include but are not limited to, creating work orders for in-unit service and common area maintenance, closing out all completed work orders and billing the resident, maintaining and balancing in-unit service accounts, working for the General Manager, scheduling contractors as needed, accept, review and reconcile Architectural Applications in a timely manner and work well independently. This position must have the perceptiveness, interpersonal and organizational skills required to deal effectively with a wide range of people including residents, maintenance staff, managers, and outside contacts all while providing quality customer service.

Essential Duties and Responsibilities

Administrative

Create work orders for both in-unit services and common area maintenance.

Communicate continually as needed with residents and maintenance staff to ensure the completion of work.

Close out all completed work orders and billing the resident.

Forward invoices to residents and records all payments upon receipt.

Once recorded payments are made, give to General Manager for deposit.

Make follow-up appointments with residents when second or third visit is needed by maintenance staff.

Provide back-up administrative support to front desk.

Provide administrative support during group projects, i.e. mailing budgets, annual meeting notices, newsletters, etc.

Monitor the electronic building entry system software and work with contractor to fix any reported problems identified.

Stay abreast of maintenance schedules such as preventative maintenance, elevator maintenance and assist as needed.

Meet all reporting deadlines and maintain an activity calendar to ensure that routine

and preventive maintenance and general tasks are completed.

Performs any additional duties assigned.

Owner/Resident Relations

Ensure all requests and issues are handled in a timely manner and on a priority basis per policy.

Provide constant follow-up on repair orders, staff and contractual and service requests to ensure that all resident situations are satisfactorily and expeditiously resolved.

Promote goodwill among owners, employees, contractors, etc., to include promptly returning all telephone calls.

Develop follow up and survey feedback for work orders to ensure satisfaction.

Serve as the liaison between Management and the residents regarding service requests and between the leasing office and the maintenance department.

Preventative Maintenance

Maintain accurate records regarding preventive maintenance, service requests (received and completed), expenditures, work-in-progress, etc.

Schedule minor and routine maintenance on all appropriate projects on a regular basis.

Routine Maintenance

Ensure the performance of all contractors to contract specifications and advise the General Manager of any shortcomings.

Inspect contractor work prior to submitting invoice for payment and work with contractors to obtain quality performance.

Develop quality assurance program with work orders to ensure resident satisfaction.

Safety

Keep MSDS sheets current and readily accessible as required.

Maintain thorough knowledge of pertinent laws and EPA and OSHA regulations governing property storage and management of hazardous materials, including solvents, flammables, caustics and refrigerants as required.

When on-site, be aware of the condition of physical property throughout the community and immediately correct unsafe conditions by creating work orders or discussing with management the proper corrective action procedures.

Knowledge and Skills

High School degree or equivalent certification required.

1 to 2 years’ experience in a related office position.

Ability to work independently and also as a productive member of a team.

Ability to lead, develop and mentor a team.

Ability to organize and coordinate work efficiently, set priorities, and motivate others to do the same.

Must have a strong background in customer service.

Must have excellent written and verbal communications skills.

Maintain full working knowledge of Microsoft Office Systems (including but not limited to Excel and Word), personal computers, Internet applications, Jenark, printers, telephones, fax machine, photocopier, BuildingLink.

Physical Demands and Work Environment

Physical Demands

Ability to walk property and go up and down flights of stairs depending on the property structure.

Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).

Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.

Ability to see well enough to use the computer effectively and read written communications.

Ability to lift, push, pull or carry up to 25 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.

Ability to complete general office duties.

Work Environment

A professional office environment.

Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Responsibilities

Administrative

Create work orders for both in-unit services and common area maintenance.

Communicate continually as needed with residents and maintenance staff to ensure the completion of work.

Close out all completed work orders and billing the resident.

Forward invoices to residents and records all payments upon receipt.

Once recorded payments are made, give to General Manager for deposit.

Make follow-up appointments with residents when second or third visit is needed by maintenance staff.

Provide back-up administrative support to front desk.

Provide administrative support during group projects, i.e. mailing budgets, annual meeting notices, newsletters, etc.

Monitor the electronic building entry system software and work with contractor to fix any reported problems identified.

Stay abreast of maintenance schedules such as preventative maintenance, elevator maintenance and assist as needed.

Meet all reporting deadlines and maintain an activity calendar to ensure that routine

and preventive maintenance and general tasks are completed.

Performs any additional duties assigned.

Owner/Resident Relations

Ensure all requests and issues are handled in a timely manner and on a priority basis per policy.

Provide constant follow-up on repair orders, staff and contractual and service requests to ensure that all resident situations are satisfactorily and expeditiously resolved.

Promote goodwill among owners, employees, contractors, etc., to include promptly returning all telephone calls.

Develop follow up and survey feedback for work orders to ensure satisfaction.

Serve as the liaison between Management and the residents regarding service requests and between the leasing office and the maintenance department.

Preventative Maintenance

Maintain accurate records regarding preventive maintenance, service requests (received and completed), expenditures, work-in-progress, etc.

Schedule minor and routine maintenance on all appropriate projects on a regular basis.

Routine Maintenance

Ensure the performance of all contractors to contract specifications and advise the General Manager of any shortcomings.

Inspect contractor work prior to submitting invoice for payment and work with contractors to obtain quality performance.

Develop quality assurance program with work orders to ensure resident satisfaction.

Safety

Keep MSDS sheets current and readily accessible as required.

Maintain thorough knowledge of pertinent laws and EPA and OSHA regulations governing property storage and management of hazardous materials, including solvents, flammables, caustics and refrigerants as required.

When on-site, be aware of the condition of physical property throughout the community and immediately correct unsafe conditions by creating work orders or discussing with management the proper corrective action procedures.

Qualifications

High School degree or equivalent certification required.

1 to 2 years’ experience in a related office position.

Ability to work independently and also as a productive member of a team.

Ability to lead, develop and mentor a team.

Ability to organize and coordinate work efficiently, set priorities, and motivate others to do the same.

Must have a strong background in customer service.

Must have excellent written and verbal communications skills.

Maintain full working knowledge of Microsoft Office Systems (including but not limited to Excel and Word), personal computers, Internet applications, Jenark, printers, telephones, fax machine, photocopier, BuildingLink.