GENERAL JOB SUMMARY: The primary responsibility of the Property Management Maintenance Field Coordinator (PMMFC) is to assist the Property Management Facilities Manager (PMFOM), and support department Managers and Supervisors in the day-to-day operations of facility and grounds maintenance, remodeling, finish-out, capital improvements, and duties relevant to department operations. Responsibilities include but are not limited to: 1) Assists with the budgets, invoices, maintenance requests, procuring estimates, and customer follow-up 2) coordinates service contracts and establishes vendor relationships 3) assesses conditions in the field and reports status 4) coordinates security needs: key issuance, alarm systems, and related training 5) other ad-hoc projects and events related to facilities as requested. Emphasis is placed on high level of assistance, and interaction with others in a professional capacity.
WORK HOURS: The normal work week is 40 – 45 hours, Monday through Friday from 8 am – 5 pm with a one-hour lunch break. Additional hours during weekdays, evenings, and weekends apply as workload and projects required, to oversee completion of projects, monitor contractor work, and meet tenants’ needs. Subject to On-Call response as assigned.
Education & Training:
EDUCATION, TRAINING AND OTHER REQUIREMENTS:
- College degree required
- Minimum 8 years’ experience in related field (i.e., Project or Construction Management)
- Project management experience preferred
- Experience with request for proposal (RFP) and contract/vendor management required
- Experience with vehicle fleet management preferred.
- Experience with customer service & support required
- Working knowledge of Microsoft Office Suite required
- Semi-professional attire required; attire to be suited to situations as needed
- Must meet requirements of Physical Skills Assessment
- Must be able to read instructions and communicate effectively in English
BACKGROUND REQUIRMENTS: A valid state driver’s license, personal vehicle insurance and a good driving record are required; position authorized for mileage reimbursement if personal vehicle is utilized.
Essential Knowledge, Skills & Abilities:
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:
- Report to work punctually and regularly as scheduled, and use time effectively to accomplish goals
- Maintain appropriate dress, grooming and hygiene habits according to company policies
- Maintain strict confidentiality of company matters and exercise good judgment when making decisions
- Take initiative when dealing with customer service issues and department
- Be self-motivated and able to work with limited direct supervision
- Work as a team member with all employees to foster a productive and cohesive work environment
- Exhibit strong interpersonal skills and a positive attitude. Personable approach in dealing with internal customers is essential, while interacting with staff members and others professionally
- Efficiently follow directions and possess effective reasoning and deductive ability
- Discern between least problematic solutions when few options are available
- Must read, understand, and apply all product Safety Data Sheets (SDS)
- Must learn new products, features, and adapt to changing procedures
- Must be organized, detail oriented and able to adapt to expanding workloads
- Organize time and tasks effectively and prioritize matters requiring greater problem-solving efforts
- Make accurate calculations using a calculator and adding machine
- Complete projects timely, according to plan or scope of work, and within budget
- Prioritize directions from different sources and discern best available options with few available solutions
- Practice safety on the job
Essential Job Functions & Duties:
ESSENTIAL JOB FUNCTIONS AND DUTIES:
- Creates and maintains accurate project files: paper and digital
- Clerical tasks as needed to facilitate repairs and track completion on projects
- Generates and analyzes reports used to track service requests and detail service responses
- Other duties as assigned
- Visits facilities and properties to evaluate features requiring repairs, upgrades and capital improvements
- Assists in developing department service standards and protocol
- Identifies and addresses service deficiencies; working with other assigned personnel to resolve
- Assists and supports the Property Management Facilities Operations Manager (PMFOM), Managers and Supervisors with repairs and projects
- Works with all department personnel to identify issues and create service improvements
CONTRACTORS, VENDORS, RESEARCH AND PROCUREMENT
- Researches building products and construction materials for use at properties
- Reviews contractor invoices and relevant documents
- Develops written Scope of Work to support projects for property and tenant needs
- Coordinates contractors and vendors services
- Coordinates service contracts related to services provided by vendors to properties
- Creates and maintains accurate, complete, and well-organized files specific to services and projects
- Assesses conditions of facilities through documented inspections and subsequent reporting upward
- Coordinates backflow device inspections and repairs, fire lines, and surge suppression systems
- Coordinates fire inspections (internal/external): extinguishers, monitoring devices, sprinklers
- Facilitates inspections by outside insurance providers and state agencies as required
- Works with TMC Operations Department to resolve matters preventing regular operation of clinics
- Assists in generating service request reports to analyze and track services provided
- Identifies and addresses service deficiencies compromising customer expectations
- Addresses complaints and related quality control measures
- Researches and identifies data relevant to tenant’s needs: Utility consumption and implementing conservation plans. Identifies and generates and distributes information relevant to road construction, access, and parking issues. Creates and distributes relevant material to inform customers and fellow employees on service issues
- Assists with special arrangements required to accommodate tenant needs
- Services to clinics: internal and external where service is compromised, and disruptions occur.
SAFETY AND SECURITY
- Coordinates issuance of keys and alarm codes using provided software and per written protocol
- Coordinates intrusion alarm incidents, monitoring/service contracts, and alarm on-call response
- Coordinates security and fire monitoring service, contracts, and required permits
- Works with key personnel to establish, create, update, and release written safety and security protocols
- Develops training modules to ensure internal staff are trained on usage and expectations
- Uses the department SharePoint site to communicate safety and security information to internal staff
- Works with the Property Management Director (PMD) to resolve security matters as directed (requires high-level confidentiality)
CUSTOMER SERVICE SKILLS:
- Meets the service expectations of customers
- Adequately handles problems identified by our customers
- Provides quality customer service to our customers
- Resolves problems identified by our customers
- Interacts with co-workers in other departments in a manner that promotes teamwork and facilitates good customer service
Working Conditions & Risks:
WORKING CONDITIONS AND RISKS: Work is primarily indoors in a well-lighted and seasonally heated and cooled facility. Will occasionally work outside for controlled periods of time. Must be able to tolerate temperature changes when going in and out of (or to and from) one facility to another. Job requires accessing roofs by use of roof hatch, visits to company warehouse and garage. Job hazards are estimated to be minimal (low risk). Potential risk exists from accidents while working around construction, using routine office equipment or from storing and moving files; position involves the risk of exposure to blood or other potentially infectious bodily fluids. The PMPC is always expected to be safety conscious.
- Strength Requirements: Light to Medium work – lifting and opening boxes weighing 30 – 50 pounds; must be able to lift from floor to waist level.
- Required Body Position(s): Standing and moving about for long periods of time; work while sitting at desks and using computers for prolonged periods of time; walking on carpeted, tiled, concrete, asphalt and other various surfaces.
- Staff Agility: Position requires lifting of objects from one level to another, from floor to shoulder height. Must be able to work in confined areas (under sinks, above ceilings) and on roofs.
- Climbing: Occasionally will need to use ladders of step and extension type that have 300lb limitation
- Balancing: Maintain balance over carpeted, tiled, concrete, asphalt and other various surfaces
- Stooping, Bending, Kneeling, Crouching, and/or Crawling: Stooping required to pull stored items and operate equipment, squats required to lift items from floor area.
- Reaching, Handling, Fingering, and/or Feeling: Reaches horizontally, up, down and to the side to obtain and use stored items or equipment. Repetitive motion consists of extended periods of upper body and upper limb movements (arms, hands, and wrists).
- Talking (all correctable): Must be able to speak plainly enough for listener to understand conversational tone of voice at a five (5) foot distance when communicating with others
- Hearing (all correctable): Must be able to hear conversational tone of voice at five (5) foot distance in a clinic setting or while any equipment is in operation
- Seeing (all correctable): Must be able to see people coming and going, must be able to read and understand printed material (in English); must be able to see work that needs to be done