JOB DESCRIPTION – Maintenance Coordinator
1.0INTRODUCTION
The purpose of this standard procedure is to establish and define the functional role, requirements, reporting relationships, authority, responsibilities and measurements of performance of the Maintenance Coordinator of Advanced Property Management, Inc.
2.0FUNCTIONAL ROLE
The primary function of the Maintenance Coordinatoristo oversee and coordinate all maintenance,repairs, and transitionsrequired at the rental properties managed by Advanced Property Management, Inc.The Maintenance Coordinator is responsible for overseeing and managing the Maintenance Techniciansand subcontractors to complete maintenance needs.Coordinates with the Maintenance Bookkeeper and Accounting Manager to complete billing in an accurate and timely manner. Communicate effectively with all co-workers, tenants and property owners regarding repairs/maintenance.
3.0REQUIREMENTS
3.1EducationRequired: High school diploma or GED equivalent
Preferred: Additional related coursework, preferably in business administration or prior experience in the property maintenance field.
3.2Experience Preferred:Minimum of 3 years in construction/property maintenanceadministration.
3.3Skill, Knowledge and Abilities:
Skilled in all aspects of construction and property maintenance. Organizational and interpersonal skills. Attention to detail required. Good overall management skills. Leadership skills are mandatory. Experience with computer/mobile devices, email, Excel and Word. Able to compose business documents with good grammar, punctuation and spelling skills. Knowledgeable of the Kansas and Landlord Tenant Act, Fair Housing Act, and related property management policies/laws.
3.4Mental
Ability to sustain sharpness and professional bearing and to foster a positive business image. Ability to problem solve and make decisions. Normal ability to concentrate. Normal memory, taking into consideration the amount and type of information.
3.5Physical
Normal physical mobility, which includes movement from place to place. Normal physical agility, which includes ability to maneuver body. Able to lift and move up to 75 lbs. Normal dexterity of hands and fingers. Normal coordination, including eye-hand-foot. Sufficiently corrected vision for reading written documentation. Must be able to hear adequately with correction. Must be able to ascend/descend staircases and ladders.
3.6Working Conditions
Work occurs primarily in office and residential rental property environments. Requires individual to drive own vehicle for business matters (mileage reimbursement).
4.0REPORTING RELATIONSHIPS
4.1The Maintenance Coordinator reports to the Chief Operating Officer (COO). In the COO’s absence, employee will report to the President.
4.2Maintenance Techniciansand subcontractors report to the Maintenance Coordinator.
5.0AUTHORITY
5.1The Maintenance Coordinator has the authority to make maintenance decisions regarding the rental propertiesunder the management of Advanced Property Management, subject only to the limitations issued by the COO or President, the Owner’s Agreement, the company’s policies, and good management practices.
5.2Maintenance Coordinator has the authority to supervise the work completed by Maintenance Technicians. Make assignments to Maintenance Technicians and organize work and crew.
5.3Work with property owners and tenants regarding rental properties, as a representative of the company.
5.4Recommend to the COO employees for hire and discharge. Disciplinary action may be reviewed after the fact, except for discharge, which must be reviewed prior.
5.5Enforces company safety requirements at the job sites.
5.6Network with community members & businesses as a representative of Advanced Property Management, Inc.
6.0DUTIES AND RESPONSIBILITIES
6.1Responsible for managing the Maintenance Technicians and Subcontractors to complete all maintenance tasks in an efficient, timely, and cost effective manner.
6.2Prepare properties and newly obtained properties so they are “Move-In Ready” for tenants. Document/communicate/schedule what work needs completed at transition between tenants. Includes carpet cleaning, exterminator, cleaned to company standards, and any maintenance items are completed &/or scheduled, plus transitional repairs completed. Safety items are mandatory to be fixed/repaired.
6.3Inspect Properties between Owners/Tenants so that the property is transitioned and ready for the next Tenant. Detail orientation is mandatory. Complete inspections using Company Inspection platforms. Ensuring that pictures are taken of all items that need repaired so that our work being performed is documented.
6.4Ensure Home Warranty Programs obtained by some property owners, are followed and used appropriately. Ensure proper communication with affiliated insurance companies, vendors, tenants and property owners are followed. Coordinate schedules and payments.
6.5Complete Work Orders - After receiving the work order, coordinate with MaintenanceTechnicians all steps through to completion of work order to ensure maintenance issue is resolved. Follow-up for accuracy.
6.6Reviews Work Order job data prepared by Maintenance Bookkeeper to analyze and control maintenance job costs effectively.
6.7Transitional Repairs between tenants - After previous tenants have checked out, coordinate all steps to ensure transitional repairs are completed prior to new tenants checking in.
6.8Responsible for insuring that all properties with irrigation systems are properly turned on in the spring and turned off/flushed out at season’s end, coordinating efforts with the landscape subcontractor. Communicate effectively with Owners and Tenants.
6.9As needed, complete maintenance checks of properties.
6.10Coordinate specific maintenance requirements requested by some property owners (i.e. change furnace filters periodically, lawn mowing services, etc.).
6.11Assist in repairs, maintenance, cleaning & tenant issues as they arise.
6.12Security Deposit Processing: After a tenant checks out, ensure that the accounting department has the completed work orders, receipts, time tickets, vendor bills, etc. within 14 days of checkout so that the accounting department has time to complete final invoices within 30 days to pay the tenant their deposit back if they have earned it back.
6.13Coordinate regular and ongoing jobs with subcontractors, as needed. Ensure all subcontractors have a current Certificate of Insurance and W-9 on file, prior to using their services.
6.14Maintain data base of vendors, subcontractors, current costs/rates for both materials and subcontractors used. Solicit new subcontractors, as needed.
6.15Be “On Call” after hours (nights and weekends) rotation. Have cell phone turned on and take phone calls, coordinate necessary after hour maintenance emergencies, and be available, as necessary.
6.16Maintain a positive working relationship with owners, tenants, and other subcontractors while continuing to be an effective lead role and company representative.
6.17Communicate effectively with co-workers regarding maintenance issues.
6.18Represent management to the assigned staff. Be fully supportive of management decisions. Set appropriate example to staff.
6.19Ensure a safe work environment, enforce safety policies, ensure employees are wearing appropriate PPE and using the correct tool for the job at hand.
6.20Attend training, meetings, etc. as needed to perform duties in a proficient manner.
6.21Other duties and responsibilities as needed or as assigned by the President or members of management.
7.0MEASURES OF PERFORMANCE
7.1Adherence to APM’s Core Values – We, Innovative, Honesty, Quality, and Responsive.
7.2There were no significant errors in maintenance repairs performed.
7.3There were no past due, overdue or missed work orders that were not completed.
7.4There were no warranted complaints against the Maintenance Coordinator or maintenance staff because of rudeness, inefficiency, poor quality work, discrimination, or failure to follow local, state and federal laws.
7.5Attention to detail and accuracy were maintained in all matters of performance.
7.6There were no breaches in confidentiality.
8.0ACKNOWLEDGEMENTS
I have reviewed and understand the above job description and believe it to be accurate and complete.
Maintenance Coordinator Date
Advanced Property Management Inc.Representative Date