PT Maintenance Administration Coordinator

Garden City Services, Inc.

Garden City Realty, Inc.

Job Description

Position:          Part-Time MAINTENANCE ADMINISTRATION COORDINATOR

Department:    Property Services, Maintenance Department

Reports to:      Maintenance Manager

Classification: Permanent Part-Time

Summary / Objective:

The primary function of the Maintenance Administration Coordinator is to seamlessly handle those administrative responsibilities which support the Maintenance Department in an efficient and effective manner.  Working closely with the Director of Operations, the Maintenance Manager and the Maintenance Technicians; the primary goal is the overall total satisfaction of Property Owners and Guests in the handling of all property maintenance concerns.

Responsibilities / Essential Functions:

Please note that this is not a complete list of all required responsibilities and essential functions – but is meant to give specific examples of the scope of work.  Work assignments may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To be well-versed in telephone and e-mail procedures and have outstanding communication and customer service skills
• Accuracy in entering service orders for Maintenance Technicians and Vendors
• To use excellent communication and diplomatic skills to keep all involved parties (Maintenance Technician, Guests, Property Owners, other Departments) up to date in a timely and appropriate manner regarding the status of service orders
• Have or obtain a working knowledge of the maintenance terminology used in communications with property owners, guests and vendors regarding all maintenance issues
• Communicate well with Maintenance Manager regarding issues/problems related to specific service orders as well as internal departmental issues
• Need to be able to navigate challenging customer service issues with tact and professionalism
• Maintain a professional and objective demeanor under pressure
• Assist Technicians with documenting service order completion notes for accuracy, and to provide a timeline with details for homeowners.
• Develop a strong working knowledge of Escapia both front end and back end
• Be familiar with functions performed by other departments especially in areas that overlap maintenance
• Develop a strong working relationship with vendors and Maintenance Team Members
• Have a working knowledge of our properties and their locations/ layouts
• Proficiency in key cutting
• Function well in a team environment
• Perform all administrative office functions including filing, keeping the office space neat and organized, etc.
• Develop a strong working relationship with team members in other departments

Preferred Qualifications / Competencies:

• Escapia… knowledgeable of Escapia, front end and back end

• Attitude and Initiative…it is of utmost importance to present a friendly, helpful and ‘can-do’ attitude at all times, to everyone: team mates, owners, guests, visitors, vendors etc.

• Excellent Communication & Diplomatic Skills…to keep all involved parties up to date in a timely and appropriate manner regarding the status of property owner’s issues; solutions to guest’s issues, etc.

• Departmental Knowledge…an overall knowledge of the vital functions performed by supporting departments (marketing, accounting, human resources, housekeeping, laundry, guest services, property services, owner services, vacation rentals); as well as a sound working relationship with the departmental Team Members is essential.

• Time-keeping, Attendance and Prioritization….have a well-developed sense of the importance of these vital attributes and how they play an interictal role in being the “Best on the Beach”.

Position Type and Expected Hours of Work:

This is a part-time, permanent position, 24 hours per week.  The successful applicant must be available to work Saturdays and/or Sundays as required; and to schedule personal time-off outside of the months ranging from May – September.

Education and Experience:

Two years of related experience and/or a B.A. in a related field; or an equivalent combination of education and experience in a similar administrative coordinating atmosphere.  Additional experience in customer service and/or vacation rentals is a plus.

Salary : $15 - $18