Work Order Coordinator

Job Description

Job Description

Position Summary

The Work Order Coordinator will play a critical role in ensuring efficient maintenance and repair operations for our managed properties. This role requires exceptional communication skills, a keen eye for detail, computer skills and the ability to manage and prioritize tasks effectively. The properties to be assisted are Cornerstone, Y15, Jenkins, Somerset and Ocean.

Essential Duties and Responsibilities

The Work Order Coordinator will conduct all business in accordance with company policies and procedures, and city, state and federal laws (OSHA, ADA, DOB and Fair Housing). Essential functions include, but are not limited to the following:

1. Work Order Management
   • Receive, review, and process work orders from tenants, property managers, and maintenance personnel.
   • Coordinate and schedule maintenance and repair tasks with appropriate vendors, contractors, and technicians.
   • Monitor the progress of work orders, ensuring timely completion and adherence to quality standards.
   • Maintain accurate records of work order details, updates, and completion status, using the designated property management software (RealPage)
2. Communications and Collaboration on Work Orders
   • Serve as a primary point of contact for tenants, property managers, and vendors regarding work order status, scheduling, invoices and updates.
   • Effectively communicate with internal teams to ensure work orders align with property management goals and priorities.
   • Collaborate with vendors and contractors to ensure they have the necessary information and access to complete assigned tasks
3. Handle violations pertaining to court stipulations, Section 8 and DOB.
4. Track violation dates in Jack Jaffa, to ensure violations are corrected and submitted to DOB for dismissal
5. Make appointments with tenants, primarily those that have violations, compile before and after pictures, add pictures to Real Page.
6. Assist Superintendents in getting appointments with tenants who are avoiding appointments
7. Build and maintain strong relationships with vendors, contractors, and technicians to ensure timely and efficient service delivery.
8. Compile and analyze data related to work orders, vendor performance, and maintenance trends.
9. Generate regular reports and summaries for property managers and leadership to track work order status, expenses, and operational efficiency.
10. In consultation with Director, may dispatch appropriate personnel or vendors to address urgent repair needs.
11. Other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent; relevant certification or coursework in property management or a related field is a plus.
• Proven experience in a coordination or administrative role, preferably within property management, real estate, or a similar industry
• Excellent interpersonal and communication skills.
• Professional appearance and demeanor.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Strong excel skills a must.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Flexibility to adapt to changing priorities and work schedules.
• Flexibility to accommodate occasional after hours work in case of emergencies

Physical Demands and Work Environment

• Prolonged periods sitting at a desk and working on a computer.
• May have to visit property in person, in various weather conditions.
• Regular telephone work and work with difficult tenants and work situations
• Time deadlines for many actions