Administrative Maintenance Coordinator

2 weeks ago

Vancouver, Canada Eagleson Properties Ltd. Full time

**Who are we?**

Eagleson Properties is a small vibrant team, who work tightly together to accomplish and complete large
- and small-scale projects. We believe working hard together can be done while maintaining a good sense of humour in a laid-back, west coast style, environment. The boss believes strongly in employee autonomy and understands the importance of finding the potential in people and processes, and helping nurture and develop that potential. We are looking for a highly organized and personable individual interested in building sciences, maintenance and real estate.

**Job Summary**

Property Maintenance is an essential service provided by Eagleson Properties Ltd. The service provided through the process of preventative, routine and corrective maintenance affects the experiences and relationships held between the Brokerage and the Tenants, Owners and Vendors. The success of providing prompt, clear and detailed communications, as well as strictly following the rules and regulations of the Residential Tenancy Act allows Eagleson Properties to establish and maintain the reputation we wish to build aligning with our vision _to set_ _the standard in the property management industry and be the “go-to” property management company in the lower mainland_.

The Maintenance Coordinator role is responsible for effectively scheduling and organizing daily appointments, as well as researching, computing, classifying and recording information and numerical data to keep client and financial records complete, while providing impeccable communication with stakeholders of the projects. The role requires the combination of routine administrative duties to ensure the company is well supported, and projects are completed in an efficient, organized and transparent manner.

**Responsibilities**

Administration
- Maintain building and unit specific paper files, and digital files, with detailed information and documents on the building as a whole, and individual units, with any information gathered from day-to-day maintenance duties.
- Communicate with tenants, clients and vendors regarding maintenance requests and active project progress and completion. Promptly document any and all communications in project management software, updating progress statuses.
- Coordinate property access with tenants, technicians and the Property Manager, as needed, in compliance with the Residential Tenancy Act notice of entry requirements.
- Coordinate property keys with vendors, ensure they are properly signed out and signed in upon returned. Promptly follow up on any missing keys.
- Follow procedures, policies and steps for coordinating maintenance projects with all stakeholders.
- Promptly report any maintenance discovered as a result of tenant negligence or willful damage.
- Work with the Property Manager and Managing Broker on the coordination of large and small property maintenance projects, updating the software and stakeholders following strategy meetings.
- Update required reports concerning maintenance activity on a daily basis and provide monthly updates and information to the Managing Broker.
- Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.
- Organize and file applicable reports, work orders, invoices, and paperwork.
- Read, negotiate and understand contracts and reports.
- Comply with federal, provincial and company policies, procedures and regulations.
- Dicta-typing correspondence and maintaining databases.

Finance
- Regularly organize and reconcile maintenance invoices and expenditures with receipts. Cross reference receipts with transactions expensed to the Owner account to confirm reimbursement to the business account.
- Cross check quotes with invoices and work order to ensure accuracy before requesting approval for payment.
- Ensure invoices and receipts for maintenance caused by tenant negligence or willful damage is clearly and promptly communicated with accounting and the Property Manager to be charged to the tenant.

Resident Relations
- Maintains a positive tenant and client relations attitude.
- Receive telephone calls and in-person visits. Listen to resident requests, concerns and comments.
- Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.

General
- Performs any additional duties assigned by the Managing Broker.
- Represent the company in a professional manner at all the times.

**Consequence of Error/Judgement**

Attention to detail and accuracy are key factors to be able to succeed in this position.

**Job Qualifications**
- High School Diploma or equivalent required.
- A minimum of one year experience in administrative or customer service roles, related industry is not required.
- Must possess strong attention to detail.
- Demonstrate an ability to work well independently and suppo

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