Benefits:

401(k) matching

Competitive salary

Dental insurance

Health insurance

Paid time off

Training & development

Vision insurance

Job Summary: Seeking a highly organized and proactive Work Order Logistics Coordinator to streamline our work order management process. This role will involve coordinating work orders, managing vendor relationships, and ensuring timely communication with both internal teams and external vendors. The ideal candidate will possess strong attention to detail, the ability to handle multiple priorities, and excellent communication skills.

Key Responsibilities

Work Order Management:

Assign work orders to appropriate personnel based on skill set and availability.

Monitor and track the status of work orders, ensuring timely completion and closure.

Review work order descriptions for accuracy and clarity, ensuring they meet billing requirements.

Vendor Coordination:

Build and maintain relationships with vendors to facilitate timely service delivery.

Communicate with vendors regarding work order status, estimates, and invoicing.

Assist vendors in navigating our work order management software, ensuring they understand how to upload invoices and manage their tasks.

Budget Awareness:

Maintain awareness of budget constraints and differentiate between required repairs and those needing approval.

Ensure that work orders are processed within budgetary limits and flag any anomalies for review.

Invoice Processing:

Process maintenance invoices through our accounting system, ensuring accuracy and compliance with approved amounts.

Review and approve invoices, flagging any discrepancies for further investigation.

Communication:

Proactively communicate with tenants regarding the status of their work orders, providing updates and managing expectations.

Document all communications and updates related to work orders for transparency and accountability.

Inventory Management:

Assist in managing inventory levels, ensuring that necessary supplies are stocked and available for maintenance tasks.

Monitor inventory usage and report on trends to prevent shortages or excess.

Reporting and Analysis:

Analyze work order data to identify trends, areas for improvement, and opportunities for process optimization.

Prepare reports on work order completion rates, vendor performance, and budget adherence.

Support for Maintenance Supervisors:

Provide general support to maintenance supervisors, assisting with scheduling, project management, and administrative tasks as needed.

Help coordinate seasonal maintenance tasks, particularly during peak periods.

Qualifications

Proven experience in a similar role, preferably in property management or facilities maintenance.

Strong organizational skills with the ability to manage multiple priorities effectively.

Excellent verbal and written communication skills.

Proficient in using work order management software and other relevant technology (e.g., Property Meld, Property Ware).

Ability to build rapport with vendors and internal teams.

Detail-oriented with a strong focus on accuracy in documentation and reporting.

Ability to work independently and as part of a team.

Desired Attributes

Proactive problem solver with a sense of urgency in addressing issues.

Strong interpersonal skills and the ability to communicate effectively with diverse stakeholders.

Flexibility to adapt to changing priorities and workloads.

A commitment to continuous improvement and process optimization.