Facility Coordinator

Akelius•Toronto, ON

1d•CA$60,000 - CA$70,000

About The Position

The Facility Coordinator is a new position and is responsible for coordinating reactive and planned maintenance work across residential buildings. The Facility Coordinator is the first point of contact for residents to report maintenance issues. The Facility Coordinator manages tenant interactions, scheduling maintenance services, quality control, and ensuring smooth communication between tenants and the maintenance team. The successful candidate ensures good service from start to finish; from when the service request comes in, diagnose the issue, schedule the service, log in the costs, and ensure work completion.

Requirements

1-3 years of relevant experience in Facility Management
teamwork, organizational and management skills
technical writing skills
great customer service
good writing and verbal communication skills
strong analytical and problem-solving skills
ability to understand, analyze and develop complex processes
sound judgment skills based on observation of objective evidence
ability to perform duties with minimum direct supervision
understanding of landlord and tenant board regulatory requirement for both landlords and tenants and relevant building regulatory compliance laws such as Ontario building code, fire code, RentSafe, etc.
maintain a practical working knowledge of residential maintenance systems such as plumbing, electrical, appliances, drywall and painting, carpentry, regulatory or hazardous issues, etc.
ability to prioritize multiple tasks in a fast-paced environment
proficiency in Yardi and MS office

Responsibilities

open, track, update, and close maintenance jobs in line with company procedures
update internal systems with accurate job description, timeline of communication, pictures and videos and monitor costs and clocked working time
schedule and instruct technicians and contractors for repair works
identify, schedule, and monitor emergency and priority work first thing in the morning and throughout the day in accordance with company KPI requirements; follow up to ensure swift resolution
rearrange technician schedule and coordinate with affected residents in case of emergencies
review and log material costs needed for each job and manage inventory as needed
liaise with residents via phone and email to diagnose, schedule appointment, obtain permission to enter, and follow up during repairs and upon completion
ask the right questions and include clear details in the job description so the issue is understood by the technician and resolved during the first visit
monitor and close work orders in accordance with company’s guidelines, ensuring completed work meets timeline, budget, quality standards, and customer satisfaction
work closely with technicians to improve diagnosis, time management, efficiency, performance and quality and provide technicians with administrative support as needed
monitor open work orders and checks status with the appropriate technicians
follow up on overdue or incomplete work orders and help resolve the issue
balance technician workload and assign planned maintenance when possible
escalate complex issues to senior management where required
escalate recurring maintenance issues, significant repairs, unusual situations, and need for external vendors to the Property Manager in a timely manner
act as main point of contact and primary escalation point between the tenant, technicians, and property management
collect positive Google reviews following satisfactory completion of work
address any complaints or feedback in a timely manner
other duties as required