Operations Services Coordinator (Client Services Coordinator) - Jobs in Newmarket, ON

Job Description

POSITION PURPOSEThis position is responsible for tasks related to creating, updating, and issuing work orders and tenant service requests for all facilities owned and operated by Housing York Inc. Supports all areas of Housing Operations including creating and maintaining activities/events in the system related to maintenance, repairs, services, capital requests, tenant and staff enquiries and maintenance database.MAJOR RESPONSIBILITIES

• Responds to requests from internal and external stakeholders related to maintenance activities. Identifies the nature of the issue, completes maintenance requests, work, and purchase order forms.
• Coordinates responses to emergency situations/critical building alarms and determines appropriate action.
• Administer, tracks, and maintains the after-hours stand-by schedule.
• Coordinates the information and development of preventative maintenance program.
• Creates, issues, coordinates, and follows up on work orders in the system, and assigns to appropriate area(s).
• Develops and revises processes and procedures.
• Answers enquiries concerning property related matters such as lighting, heating, janitorial concerns.
• Coordinates information concerning after hour activities and other events in the facilities and determines action/response.
• Coordinates maintenance project schedules, maintains project calendars, prepares, and distributes maintenance notices as required.
• Schedules and documents maintenance project planning meetings.
• Operates and maintains database, creates and reviews work orders and authorizes access for stakeholders. Distributes reports, as required.
• Administers and updates calendars for staff.
• Compiles data, weekly/monthly reports, and for reports and documents.
• Prepares status reports of maintenance and facility projects for the Branch.
• Drafts correspondence, including routine memorandum, letters, and minutes for review.
• Applies back-up procedures, trouble shooting and maintenance on systems, as required.
• Supports management by preparing charts, forms, and spreadsheets; compiles and collates materials.
• Liaises with department/building designates on work order processes and established procedures.
• Receives, sorts, redirects and/or distributes communications.
• Liaises with internal and external stakeholders for leasing and landlord administration requests.
• Trains and provide guidance to other staff supporting the department designate system.
• Responds to inquiries and resolves concerns, as appropriate.
• Ensures that services provided meet Regional customer service standards.
• Participates on committees, work groups, task forces and special projects, as assigned.
• Manages information in accordance with legislation and corporate standards.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

• Successful completion of a Community College Diploma in Property Management, Business Administration or related field or approved equivalent combination of education and experience.
• Minimum three (3) years demonstrated experience delivering service to clients in a property maintenance and leasing environment.
• Experience with a computerized maintenance management system in developing preventative maintenance programs.
• Good verbal and written communication skills and experience in maintaining record management systems.
• Knowledge of service request and work order procedures and leasing/landlord administration procedures.
• Knowledge of building components and systems.
• Demonstrated ability in the Region’s core competencies.

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