Property Maintenance Coordinator

Organizational Overview

Job Summary:

3CDC currently owns and manages over 150 commercial spaces, including retailers, restaurants, and offices, which require ongoing maintenance and property management. The Property Maintenance Coordinator will support the Property Management and Development teams by leading the administrative duties, scheduling, and tracking of general maintenance issues and facilitating repairs for all 3CDC assets. The Property Maintenance Coordinator will assist the Senior Property Manager in the scheduling of third-party contractors and vendors. In some cases, it may be necessary to respond to requests made after hours and on weekends.

3CDC owns vacant buildings and lots that require periodic maintenance and inspections. The Property Maintenance Coordinator will be responsible for addressing issues at vacant buildings, such as coordinating building clean-outs, securing openings, and arranging for stabilization repairs as needed, as well as developing a program to keep vacant lots clean and free of litter and debris. The Property Maintenance Coordinator will be expected to track asset spending, manage budgets, process invoices, work with 3CDC accounting team to create tenant receivables, and various other office responsibilities. This will require minimal “hands on” services, such as painting, changing furnace filters, changing light bulbs, minor repair work, and other similar tasks.

Tasks:

The Property Maintenance Coordinator's responsibilities include, but are not necessarily limited to, working with the Property Management and Development Team to accomplish the following:

• Coordinating service providers to perform maintenance for 3CDC assets
• Data entry for invoice processing
• Maintaining an up-to-date database of tenant contact information
• Management and scheduling of third-party contractors and vendors
• Effectively track and manage work orders and preventative maintenance schedules keeping appropriate staff members informed on progress and completion

• Keep organized records or preventative maintenance contracts, service contracts, and certifications
• Oversee fire escape inspection compliance tracking
• Manage and build relationships with vendors and contractors
• Preventative maintenance coordination for commercial assets, including but not limited to, janitorial services, HVAC PM, elevator PM, and backflow inspections
• Work to maintain tenant satisfaction with all repair requests
• Vacant building assessments and repairs as needed, including securing openings, minor roofing and downspout repairs, fire escapes, and other tasks necessary to bring vacant buildings into compliance with city building codes
• After hours and weekend availability to address emergency issues
• Budgeting and expense tracking for all assets, at the direction of the Sr. Property Management Officer

This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by their immediate supervisor and other management as required.

Qualifications:

• Minimum of 5 years of experience in property management, maintenance, or general construction / general trade experience.
• Excellent customer service skills.
• Strong verbal and written communication.
• Ability to remain calm and work effectively under pressure.
• Personable, positive, and enthusiastic attitude with capability to deal effectively with people.
• Ability and willingness to be on call for nights and weekend work as needed.

Skills or specialized knowledge:

• Must be proficient in Microsoft Outlook, Word, Excel and Power Point.
• Must be able to maintain the highest degree of confidentiality.

Physical and Mental Demands:

• Ability to perform some manual labor
• Spending time outdoors, often standing up, for long periods of time
• Work hours will include nights and weekends as needed.
• Frequently required to sit at a desk/workstation for long periods of time.
• Ability to work at a computer terminal for an extended period.
• Ability to lift at least 50 lbs.
• Digital dexterity and hand/eye coordination in operation of office equipment.
• Able to speak and hear employees on the phone or in person.
• Body motor skills sufficient to enable employee to move around the office environment.
• Additional mental requirements: compare, decide direct, problem solve, analyze, instruct, and interpret.
• The ability to work well under stress.