Maintenance Service Coordinator

2 weeks ago

Winnipeg, Canada Edison Properties Full time

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.

Our employees rated our Culture, Employee Empowerment, and Working Environment as their top three drivers in 2021. Being in the Property Management business for over 50 years, we have developed a reputation of having a fun, productive and positive workplace culture. We strongly believe in giving back to our community and take pride in providing quality customer service based on a foundation of **Care & Respect, Integrity, Approachability **and** Proactiveness**.

The 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 tracking of the Edison fleet of vehicles and managing the fuel cards.

**This is a full-time position, working Monday - Friday, 8AM-4PM.**

**Main Responsibilities**:

- Coordination of Work Orders_
- Prioritizes and assigns work orders (WO) 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
- 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
- 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 WOs 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 WOs. Gathers information to complete work orders from vendors or updates vendors 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
- Review contract invoices and updates WOs when required
- Back-up/coverage for vacation/sick days of Purchaser
- Other duties as assigned based on the needs of the department.
- Coordination of Company Assets & Reporting_
- Key contact for Edison 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
- Maintains various data filing systems both digital and hard copy. (Fleet information, 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 or equivalent
- Experience: 2 years relevant administrative experience within a property management or maintenance environment.
- Valid Class 5 Driver’s License & satisfactory driver’s abstract
- Must maintain clear Criminal Record Check and Vulnerable Sector Check
- Position may require time commitments outside normal hours of work to accomplish duties during periods of heavy work requirements.
- Proficiency with Microsoft products such as Excel, Word, Access

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