Service Order Coordinator

Job Description

Job Description

Why Island Palm Communities?

Teamwork, innovation, and mutual respect. At Island Palm Communities, our team members are responsible for our growth and success, and we challenge them to constantly be their best in our fast-paced workplace. Our team members are committed to helping people in the communities we serve, and we reward our team’s passion and hard work with competitive pay, amazing benefits, and learning and growth opportunities. 

As part of WinnCompanies, we are a nationally recognized leader in property management and development. With 3,700 team members working across 600+ locations in 23 states and D.C., WinnCompanies is the #1 manager of affordable housing and a leader in developing and managing mixed-use properties, market rate properties and military housing.

Our Benefits:

• Generous time off policies (including 11 paid holidays, generous Accrued Time Off increasing with years of service, paid sick time, annual day of service, and floating holiday)
• 401(k) plan with a company match
• Various comprehensive Medical, Dental, & Vision plan options for you and your family
• Flexible Spending Account and Dependent Care Flexible Spending Account
• Long Term Disability, Basic Term Life and AD&D, optional supplemental life insurance
• Tuition Reimbursement program and continuous training and development opportunities
• Wellness program (group challenges, seminars, gym membership reimbursement)
• Employee Assistance Program
• Employee Discount Programs
• Employee Relief Program supporting employees with unexpected hardships that place undue financial stress on them and their families

The Service Order Coordinator's primary responsibility is to verify data integrity of service orders, employee time inputs and ensure materials and parts are assigned to work orders.

Primary Responsibilities:

• Scheduling and coordination of service order work (Internal and Contracted): Monitor service order schedule to ensure appropriate goals and targets are met. Schedule follow up work orders and coordinate special order parts installation. Utilize the YARDI database to manage the service process. May generate or receive service order contracted purchase orders. Responsible for ensuring that all new and revised maintenance policies and information are implemented once received.  
• Data validation: Ensure work orders are coded and classified correctly. Verify that labor and parts entries are entered on all work orders. Reconcile service hours in Yardi.
• Issue resolution and reporting: Provide the DOM and Maintenance Managers with the informational resources required to make informed decisions about the daily operations. Work with DOM and Maintenance Managers to review appropriate daily, weekly, and monthly maintenance reports to determine if there are any current or potential issues. Make recommendations for solutions and ensures solutions are implemented by appropriate staff. Review reports to look for inaccuracies, spot trends and to ensure daily goals of the project are being met. Monitor data integrity through various methods and assist staff with corrections as well as identifying steps to avoid future errors. 
• Manage subcontracted work completion and may assist with quality control. 
• May be required to fill in for other maintenance management or admin positions as needed to cover vacations, illness and/or vacancies. 

Position Requirements:

• High School diploma or GED required; Bachelor's degree in Business Management preferred
• Minimum 1 - 3 years previous work-related experience required
• Must have a current vehicle license in good standing and meet the driving records standards outlined in the Company Safe Vehicular Operations Policy
• Advanced skills with Microsoft applications which, include Outlook, Word, Excel, PowerPoint or Access and other web based applications.  Produce complex documents, perform analysis and maintain databases. 
• Ability to summarize and communicate moderately complex information in varied written formats to internal and external customers.
• Comprehend and converse in English to communicate effectively with organization staff, clients and visitors. 
• Provide a high level of customer service to internal and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving.