Maintenance Administration Specialist

4 weeks ago


Montreal Quebec GF, CA CAPREIT Full time

Position Description

Job Title: Maintenance Administration Specialist
Reports to: Maintenance Administration Manager

Position Summary: The Maintenance Administration Specialist acts as a liaise between property team members, residents, and vendors in relation to all maintenance related needs. They will ensure that all property maintenance and vendor related activities are successfully coordinated, managed, and completed in an efficient manner. The incumbent of this role must be highly organized and customer service driven and understand the critical role property maintenance plays in successful property management. The Maintenance Administration Specialist must know how to communicate well with all stakeholders and leverage their resources to see the successful completion of maintenance activities in accordance with timelines and compliance requirements.

Responsibilities:

Property Maintenance

  1. Partner with the Property Manager and team to ensure a seamless completion of property maintenance work.
  2. Effectively oversee and coordinate property maintenance tickets and track the progress and completion of those tickets.
  3. Ensure resident portal maintenance ticket information is correctly entered into the system.
  4. Log, resolve, and/or escalate reoccurring tickets for ongoing maintenance issues.
  5. Provide feedback to Property Managers and Operations Managers on property maintenance issues requiring further investigation.
  6. Coordinate suite entry time and confirm work completion for in-suite maintenance tickets directly with residents.
  7. Follow-up by phone with every resident that has a wait-time of more than X for their maintenance ticket.

Vendor Relations

  1. Liaise and coordinate with contractors and outside service and maintenance providers.
  2. Oversee and evaluate contractors as required.
  3. Ensure contractors meet timelines and fulfill other contractual terms.
  4. Liaise with property team to assess quality of contractors’ work.
  5. Implement corrective action and give feedback to contractors when needed.

Procurement

  1. Coordinate purchase order requests and creation as needed, for properties within the respective region.
  2. Ensure 100% accuracy with purchase requisition data entry.
  3. Receive Purchase Orders per completion of related work.
  4. Partner with Regional Procurement and property teams to ensure any and all issues are resolved promptly.
  5. Follow authorization procedures and administration for Purchase Orders.

Requirements:

  1. Proven ability to address concerns and achieve performance targets.
  2. Strong problem-solver with effective negotiation skills.
  3. Organized with a natural inclination for coordination, prioritization and multi-tasking.
  4. Strong attention to detail.
  5. Excellent written and verbal French communication skills (knowledge of English is an asset).
  6. Ability to come up with creative ideas to help innovate the centralized maintenance team.
  7. Results-oriented and demonstrates perseverance and resilience towards reaching objectives.
  8. Customer service focused.
  9. Exhibits a can-do attitude and a disposition to face challenges.
  10. Strong analytical and problem-solving abilities.
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