Description

Our commitment to excellent guest services is what drives us, and we are dedicated to hiring outstanding individuals who share our passion for ensuring our guests have an exceptional experience while staying with us. We are currently looking for a hardworking and motivated individual to join our team as a Maintenance Coordinator.

The Maintenance Coordinator plays a key role in supporting all functions of Settlers Hospitality's maintenance department across all Pocono region properties. This position supports the field operations and will be based in the Hawley office during regular business hours and due to the nature of property management, must also be available after hours to respond to emergencies and ensure the timely care of our tenants, clients and properties.

Responsibilities

Maintenance Intake

Maintain a well-organized system for tracking and documenting all maintenance-related communications with co-workers, tenants, clients, and vendors.
Manage incoming work orders and maintenance requests via maintenance software systems
Respond promptly and professionally to all calls, texts, and emails from tenants, clients, and vendors

Maintenance Dispatch

Ensure all work orders are tracked, scheduled, and properly assigned to appropriate vendors or staff
Dispatch the appropriate vendor or staff based on the work order details
Ensure vendors respond, communicate and complete work as described

External Vendor Management

Request and review estimates from vendors and contractors
Negotiate terms and pricing when applicable
Coordinate approvals and confirm authorization before work begins. This includes internal processes for capital expenditures.

Maintenance Invoices

Collect and review invoices for accuracy and completeness
Oversee processing and timely submission of invoices
Reconcile vendor accounts payable and track payments

Maintenance Performance Oversight

Monitor vendor and staff performance and ensure timely, quality completion of work
Communicate updates with relevant contacts (tenant, client, etc.)
Complete schedules for crews that meet business needs. Along with using our HRIS system to manage compliance of all company procedures.

Tenant Maintenance

Organize and execute requests from new tenants moving into the property
Review list with management, obtain estimates, schedule to complete work as approved
Save photos, documents and reports to appropriate folders.

Departmental Efficiency & Reporting

Maintain accurate systems and ensure data is organized per company policy
Generate reports and provide data-driven insights to management
Identify and implement improvements to department processes and technologies
Transition workflow to ticket-based system

Other duties as assigned

Requirements

Qualifications:

High school diploma or GED preferred
Two years of supervisory experience preferred
Able to follow spoken and written instructions
Able to problem solve, delegate, and manage multiple projects
Able to bend, kneel, squat, stand, and lift heavy objects as needed
Proficient with office computer software and able to learn new technology as needed

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