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Maintenance Coordinator

2 weeks ago

Winnipeg, Manitoba, Canada Forthright Properties Full time $45,000 - $65,000 per year

Established in 2011, Forthright Properties is a dynamic and rapidly growing professional property management company with a head office located in Winnipeg. Manitoba Made. Manitoba Owned. With properties located across Manitoba & Winnipeg, we believe everyone should have a clean, attractive, and safe place to call home.

Maintenance Coordinator

As a member of the Maintenance team, the Maintenance Coordinator's primary responsibility is to oversee and coordinate all maintenance activities for Forthright Properties. You will ensure that the maintenance team operates efficiently, and all maintenance tasks are completed promptly and to the required standards. Your role includes, but is not limited to, scheduling, prioritizing, and assigning maintenance work orders to both internal and external resources, as well as tracking progress, reporting any issues, and ensuring adherence to safety regulations. Additionally, you will be responsible for assisting with the maintenance of inventory and coordinating with vendors to procure necessary services, supplies and equipment.

Responsibilities

  • Utilizing Entrata and other software and systems, review, enter, schedule, and track work orders.
  • Receive maintenance requests and prioritize them based on urgency and impact on operations.
  • Schedule maintenance tasks and allocate appropriate resources to complete them.
  • Coordinate with vendors to schedule maintenance visits and ensure timely completion of outsourced tasks.
  • Maintain a database of approved vendors and their contact information.
  • Create and maintain a preventive maintenance schedule for equipment and facilities.
  • Coordinate with other departments to minimize disruptions during maintenance activities.
  • Under the direction of the Sr. Property Manager, organize priority work orders and maintain contact through the day with the Maintenance Technicians.
  • Obtain keys and maintain key sign sheet for contractors, including return of issued keys.
  • Leadership – responsible for leading the process to oversee the Maintenance requirements and guide the Team to adhere to required Forthright standards.
  • Create and communicate Notice of Entry in advance or document permission to enter as needed.
  • Prepare documentation of the inspection process, which includes detailed reports and performance records.
  • Receive incoming work orders through phone calls, in person or any electronic systems, communicate in a polite and professional manner, attempt to resolve the issue over the phone or email etc. prior to dispatching Maintenance.
  • Generate work orders based on maintenance requests and distribute them to the maintenance team.
  • Ensure accurate documentation of work order details, including scope, time estimates, and materials required.
  • Monitor work order progress and update stakeholders on the status of ongoing maintenance tasks.
  • Review completed work orders for accuracy, completeness, and quality of work.
  • Assist with the identification and evaluation of potential vendors for maintenance services and assist with the negotiation of contracts.
  • Actively search for and recommend improvements to the system and processes.
  • Work with senior managers to create databases of all properties to identify specifications for any equipment or finishes in suites.
  • Perform other duties as assigned or needed.

Key Competencies

  • Accountability: Holding self and others accountable to meet commitments.
  • Action oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
  • Communicates effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  • Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
  • Customer focus: Building strong customer relationships and delivering customer-centric solutions.
  • Decision quality: Making good and timely decisions that keep the organization moving forward
  • Interpersonal savvy: Relating openly and comfortably with diverse groups of people.

  • Self-development: Actively seeking new ways to grow and be challenged using both formal and informal development channels.

  • Optimizes work processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.

Qualifications and Experience

  • Grade 12 education or GED required.
  • Must have a strong understanding of the English language, including the ability to communicate and understand detailed verbal and/or written instructions.
  • Proficiency in using maintenance management software or computerized maintenance management systems (CMMS is an asset).
  • Ability to prioritize tasks and manage multiple projects simultaneously.
  • Clear criminal record is required.
  • Clean Drivers' Abstract is required.
  • Must be available for end of month move outs as required - ample notice given.
  • Formal office administrative experience or training required.
  • Experience in a Property Management environment is an asset.
  • Proficient in Microsoft office programs (Word, Excel, PowerPoint, Outlook, Teams, etc.)
  • Strong organizational and time management skills required.
  • Knowledge of maintenance best practices and safety standards is an asset.