Work Order Specialist
hace 9 días
New York
Job Description Position Summary The Work Order Coordinator Specialist will oversee the management and execution of maintenance and repair operations for a portfolio of properties, including Cornerstone, Y15, Jenkins, Somerset, and Ocean. Reporting directly to the Operations Maintenance Administrator, this leadership role demands strong communication skills, meticulous attention to detail, advanced organizational abilities, and expertise in work order management. The Lead Coordinator will be responsible for coordinating complex tasks, managing work order systems, and ensuring high-quality, timely repairs and maintenance across all properties. Essential Duties and Responsibilities In this position, the Work Order Coordinator Specialist will ensure all activities comply with company policies, as well as city, state, and federal regulations (OSHA, ADA, DOB, Fair Housing). Primary duties include, but are not limited to: • Advanced Work Order Management, • Lead the process of receiving, reviewing, and prioritizing work orders from tenants, property managers, and maintenance staff., • Manage the scheduling and coordination of maintenance tasks with vendors, contractors, and internal teams, ensuring timely and quality service delivery., • Oversee and track work order progress, ensuring proper documentation and completion in the property management system (RealPage)., • Communication & Collaboration, • Serve as the central point of contact for tenants, property managers, vendors, and contractors, providing updates on work order statuses, scheduling, and invoicing., • Collaborate with property management teams to align work orders with overall property management goals and priorities., • Ensure effective communication with vendors and contractors to guarantee smooth execution of maintenance tasks., • Violation Management and Compliance, • Take ownership of handling violations related to court stipulations, Section 8, and DOB requirements., • Monitor violation deadlines through Jack Jaffa, ensuring timely correction and submission for dismissal., • Schedule appointments with tenants with violations, collect and document before-and-after photos, and upload them to RealPage for tracking and reporting purposes., • Appointment Coordination, • Lead efforts to coordinate and secure appointments with tenants, especially those who have been non-compliant or avoiding scheduled visits., • Vendor and Contractor Relationship Management, • Foster and maintain strong, productive relationships with vendors, contractors, and technicians to ensure high-quality service and prompt resolution of work orders., • Data Analysis & Reporting, • Compile and analyze data from work orders, vendor performance, and maintenance trends to identify areas for improvement., • Prepare regular reports for property managers and leadership, highlighting work order status, expenditures, and operational performance metrics., • Urgent Repair Coordination, • In consultation with the Operations Maintenance Administrator, prioritize and dispatch appropriate personnel or vendors to address urgent repair needs swiftly and effectively., • Additional Responsibilities Minimum Qualifications • High school diploma or equivalent; relevant certification or coursework in property management or a related field is a plus. Bachelors Preferred, • Proven experience in a coordination or administrative role, preferably within property management, real estate, or a similar industry, • Excellent interpersonal and communication skills., • Professional appearance and demeanor., • Strong organizational and multitasking abilities., • Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Strong excel skills a must., • Ability to work independently and as part of a team., • Strong attention to detail and accuracy., • Flexibility to adapt to changing priorities and work schedules., • Prolonged periods sitting at a desk and working on a computer., • May have to visit property in person, in various weather conditions., • Regular telephone work and work with difficult tenants and work situations, • Time deadlines for many actions