Maintenance Coordinator

Position Summary

Working with Maintenance Technicians and reporting to the Supervisor, Maintenance Team, the Maintenance Coordinator is responsible for the smooth functioning of the maintenance coordination service to our client co-ops. Each housing co-op is unique and has its own set of requirements that the Maintenance Team aims to fulfill. This role provides general administration within COHO's maintenance operations, by identifying and addressing property maintenance solutions in diverse communities throughout the province.

The incumbent will support the Building Services Team in providing flexible, effective, and tailored property maintenance solutions to meet the specific needs of our clients.

Key Responsibilities

Maintenance Coordination

• Receiving and data entry coordinating building maintenance work orders
• Processing work orders from inspections
• Assign work to trades companies
• Arrange access with tenants
• Follow up with trades companies
• Approve invoices for completed work and forward for payment

Reporting and Administration

• Prepare weekly and daily tracking reports
• Prepare monthly reports for each client
• Compile and professionally prepare client reports
• Assist in Client billing and monitoring receivables
• Creating reports and performing a variety of administrative and staff support duties
• Filing and organizing file cabinets

General

• Client quality control and trade company relationships
• Customer service, responding to client inquiries
• Dealing with issues with the utmost professionalism and confidentiality
• Taking meeting notes, daily reports
• Attending client meetings and site visits
• Performs all other duties as assigned by management, including attending meetings in evenings occasionally

Qualifications (Education, Knowledge & Experience needed for the job)

• High school diploma or equivalent combination of training and relevant work experience
• Not less than three (3) years of property/building maintenance experience
• Excellent spoken and written English, including proofreading skills
• Clear and professional communication skills, both verbal and written
• Demonstrated attention to detail and accuracy;
• Technological proficiency, including experience with Microsoft Office Suite of applications (Word, Excel, PowerPoint and Outlook)
• Class 5 driver's license is an asset
• Experience with or knowledge of housing co-ops an asset

Competencies and Disposition

• Professional business manner
• Highly organized, with excellent planning and time management skills
• Reliability, accuracy and attention to detail
• Fast learner, able to take initiative and problem solve
• Comfortable working both independently and within teams
• Excellent interpersonal skills, including judgement, tact, integrity and patience
• Positive attitude, ability to adapt to change, and superior sense of accountability and responsibility over assigned objectives, outcomes, and records;
• Strong follow through and organizational skills;
• Excellent interpersonal skills; and,
• Able to maintain confidentiality

Working Conditions

This position is based in Vancouver office of COHO Management.  There is some flexibility to start 30 minutes later.  The end time will reflect 7.5 hours of work excluding breaks.

Following successful completion of probation, the employee may choose to work 2 days from a remote location.  This is subject to approval by the Executive Director of COHO and is dependent on performance and operational requirements.

Physical Demands:

• Repeating the same movements.
• Bending, Stooping, Moving around.
• Use of hands to handle, control, or feel objects, tools, or controls.
• Moving or lifting miscellaneous equipment including moderately heavy items.

This job description, as others, has been designed to indicate the general nature and level of work performed by the incumbent assigned to this role. It is not designed to necessarily comprise of or to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee or contractor assigned to the job.

To perform the job successfully, an employee is expected to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive of the knowledge, skills, and abilities required to serve in the role.