Maintenance Coordinator

Maintenance CoordinatorOur commitment to excellent guest services is what drives us, and we are dedicated to hiring outstanding individuals who share our passion for ensuring our guests have an exceptional experience while staying with us. We are currently looking for a hardworking and motivated individual to join our team as a Maintenance Coordinator.The Maintenance Coordinator plays a key role in supporting all functions of Settlers Hospitality's maintenance department across all Pocono region properties. This position supports the field operations and will be based in the Hawley office during regular business hours and due to the nature of property management, must also be available after hours to respond to emergencies and ensure the timely care of our tenants, clients and properties.ResponsibilitiesMaintenance IntakeMaintain a well-organized system for tracking and documenting all maintenance-related communications with co-workers, tenants, clients, and vendors.Manage incoming work orders and maintenance requests via maintenance software systemsRespond promptly and professionally to all calls, texts, and emails from tenants, clients, and vendorsMaintenance DispatchEnsure all work orders are tracked, scheduled, and properly assigned to appropriate vendors or staffDispatch the appropriate vendor or staff based on the work order detailsEnsure vendors respond, communicate and complete work as describedExternal Vendor ManagementRequest and review estimates from vendors and contractorsNegotiate terms and pricing when applicableCoordinate approvals and confirm authorization before work begins. This includes internal processes for capital expenditures.Maintenance InvoicesCollect and review invoices for accuracy and completenessOversee processing and timely submission of invoicesReconcile vendor accounts payable and track paymentsMaintenance Performance OversightMonitor vendor and staff performance and ensure timely, quality completion of workCommunicate updates with relevant contacts (tenant, client, etc.)Complete schedules for crews that meet business needs. Along with using our HRIS system to manage compliance of all company procedures.Tenant MaintenanceOrganize and execute requests from new tenants moving into the propertyReview list with management, obtain estimates, schedule to complete work as approvedSave photos, documents and reports to appropriate folders.Departmental Efficiency & ReportingMaintain accurate systems and ensure data is organized per company policyGenerate reports and provide data-driven insights to managementIdentify and implement improvements to department processes and technologiesTransition workflow to ticket-based systemOther duties as assignedRequirementsQualifications:High school diploma or GED preferredTwo years of supervisory experience preferredAble to follow spoken and written instructionsAble to problem solve, delegate, and manage multiple projectsAble to bend, kneel, squat, stand, and lift heavy objects as neededProficient with office computer software and able to learn new technology as needed