Full Time Maintenance Service Coordinator

2 weeks ago


Winnipeg, Canada Edison Properties Full time

Our employees rated our Culture, Employee Empowerment, and Working Environment as their top three drivers in 2021. At Edison Properties, we strongly believe in giving back to our community and take pride in providing quality customer service based on a foundation of care, respect, and integrity.

Company

Edison Properties is a property management company that has been in business for over 50 years providing apartments for rent ranging from cozy and comfortable bachelor apartments to luxurious penthouse suites in the Winnipeg market.

We are hiring for a permanent, Maintenance Service Coordinator to join our operations team at our Head Office in downtown, Winnipeg.

The Role

The Maintenance Service Coordinator maintains the work order system by assigning work orders, auditing work completion, and ensuring the integrity of the work orders. They are the liaison between those who initiate work orders (such as Maintenance Managers or Resident Managers) and those who fulfill the assigned work on the Maintenance team. The goal is to minimize delays and ensure productivity and quality are maintained by assigning work appropriately based on impact on urgency, workflow, efficiency, staff availability, and customer commitment. They are also responsible for cell phone distribution, tracking of the Edison fleet of vehicles and managing the fuel cards.

Main Responsibilities

**_ Coordination of Work Orders_**
- Prioritizes and assigns work orders to maintenance staff within the active schedule using judgment based on urgency, workflow, efficiency, staff availability, customer commitment
- Audits, corrects and validates the quality of information entered in work orders, including verifying time entries, skill and expense categories, assigning urgency and updating descriptions
- Creates work orders on an as-needed basis, such as emergencies or staff coverage
- Creates and processes various weekly/monthly recurring WOs
- Reviews and tracks new and existing vendor contracts, creating and monitoring the appropriate vendor-related work orders and Creating purchase orders as needed
- Creates weekly labour / open WO reports and submits them to Maintenance Managers and Safety Coordinator for review
- Handles cleanup of historical data in the queue
- Maintains and distributes the Operations department's weekly meeting agenda

**_Coordination of Maintenance Staff_**
- Maintains a skills database to help match the right staff to the right tasks
- Creates and manages the on-call schedule including: Communication of the schedule to Maintenance Managers, Resident Managers and appropriate Maintenance employees. Collects all maintenance after-hours reports creates all after hours WO’s accordingly. Creates the weekly Emergency / After-hours report for Operations Dept and Property Dept.
- Monitors weekly timesheet exceptions and reports issues to Maintenance Managers
- Update maintenance employee listing when there are changes

**_Administrative Support for Work Orders_**
- Provides feedback to improve quality of work orders to Resident Managers on work order
- Creates and updates Management work orders where required, creates or obtains PO and updates WOs with items such as pictures, quotes and documentation
- Vendor liaison for vendor Work Orders. Gathers information to complete work orders from vendors or updates venders if required.
- Maintains the emergency and same day notification list and data base in Yardi.
- Assists with the “Above the Guidelines” process annually through producing and manipulating reports to properly categorize operating and capital expenses and skill categories
- Assists maintenance managers with other various administrative duties as required
- Verifies and maintains record of up-to-date WCB compliance and certificates of insurance from all vendors
- Main contact for TK Elevator and communicates with the TK accounting, sales and services teams on a regular basis.
- Review contract invoices and updates WOs when required

**_Coordination of Company Assets & Reporting_**
- Key contact for Edison cell phones, coordinating new assignments, repairs, billing, reporting, etc.
- Monitors company vehicles including tracking assignments and vehicle repairs and expenses
- Creates and maintains various spreadsheets for data compilation and reporting purposes
- Prepares payment distribution and allocation breakdowns for accounting on a regular basis e.g., fuel card payment/vehicle fleet payments and MPI rebates/charges
- Advises accounting of new additions or changes to cell phones, department changes for cell phones and vehicles
- Maintains various data filing systems both digital and hard copy. (Fleet information, cell phones, vehicle insurance documents etc.)
- Provides reporting related to work orders such as open work orders, various types of annual comparisons and labour hours reporting

**Qualifications**:

- **Education**: Completion of high school diploma or equivalent
- **Experience**: 2 years of relevant



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