Facilities Coordinator

job description

• 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

who you are

• 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

how to apply

Akelius offers

• annual salary range: $60,000 to $70,000
• competitive benefits
• 4% RRSP match

about Akelius