Property Maintenance Coordinator
We are seeking a dynamic full-time Property Maintenance Coordinator to handle a mixed portfolio of tasks within management, operation and maintenance of Retail, Industrial, Office/ Medical properties in the GTA and surrounding areas. The qualified candidate will be detail oriented, able to handle multiple tasks simultaneously, extremely professional and customer service oriented. This position will report to the Operations Manager(s) – Buildings.
Job Responsibilities
Coordinator Role:
Receive, dispatch, schedule and follow up Landlord work orders related to Tenant requests and issues. The process starts at receiving phone call from the Tenant. Inputting the work request into the system. Assigning the work order to a Maintenance Representative. Assist in processing contractor service calls or material orders. Following up with Tenant on progress of the work completion through property management system or communication memos.
Plan and manage preventive maintenance for all assets across the portfolio within the Property Management system (Yardi Voyageur and Facility Manager). This includes but not limited to the maintenance and inspection activities related to fire alarm systems, emergency generators, mechanical heating/cooling, electrical distribution etc. Tasks will include developing tasks, assigning tasks to maintenance representative/contractor and following up on completion of the work.
Lead on development, implementation and maintenance of document management system (i.e. Yardi Sharepoint Integration) related to maintenance records.
Act as the Health & Safety Coordinator as defined in the corporate Health & Safety Program.
Manage and make current all property documents including O&M manuals and as-built drawings.
Update asset tracking database with relevant changes or missing information.
Plan and manage the tracking of energy efficiency and modelling of buildings for efficiency goals and as required by Government programs such as EWRB.
Plan and schedule the routine site inspections and contractor evaluations are completed by the Maintenance Representatives.
Support the Operations Manager in the following administrative duties:
Preparation of purchase orders/contracts
Processing of invoices
Following up with contractors on outstanding documentation such as quotes, service reports and invoices.
Daily summary and reporting of all open work orders, purchase orders and invoices.
Participate in business analysis and modelling as assigned from time to time.
Document and track a log of maintenance tools, equipment and supplies including all health & safety supplies.
Document and track a log to control the storage and handling of access keys to the various properties. This also includes administration of the electronic access control system.
Perform Maintenance Representative duties from time to time as backup for vacation/absence fill in.
Other special projects as assigned from time to time.
This is predominantly an office-based support role to field operations.
