Integrated Facilities Management Coordinator

Overview

Coordinate paints, HVAC, service orders, and vendor tasks across multiple properties.

Key Responsibilities

• job scheduling
• dispatch
• documentation
• vendor coordination
• reporting
• customer service

Tasks

-Maintain accurate service records, job orders, and related documentation for future reference and reporting. -Coordinate the scheduling of HVAC jobs, assigning them appropriately, and tracking each job’s progress from start to finish. -Maintain the make-ready board by logging upcoming tasks and ensuring all assignments are properly accounted for. -Schedule and manage paint jobs across multiple properties, ensuring timelines are met and resources are efficiently utilized. -Coordinate with vendors and suppliers to ensure the availability of necessary parts, equipment, and resources for scheduled jobs. -Support the IFM team with administrative tasks, data entry, and general coordination duties as needed. -Act as the primary point of contact with vendors and internal teams to confirm job schedules, availability, and any necessary follow-ups. -Track the progress of service jobs, from initiation to completion, ensuring timely updates to customers and internal teams. -Provide regular reports on service performance metrics, identifying trends, areas for improvement, and opportunities to enhance efficiency. -Manage the dispatching of service technicians, ensuring the right technician is assigned to the right job based on skills and availability. -Oversee the flow of work orders, delegating tasks to the correct technicians and ensuring they are completed promptly and accurately. -Coordinate and schedule service appointments, ensuring that customer needs are met promptly, and technicians' schedules are optimized. -Track and report on job progress and completion -Work closely with the service team to prioritize urgent requests and adjust schedules as necessary to accommodate emergencies. -Serve as the main point of contact for customers, addressing inquiries, scheduling requests, and providing status updates on ongoing jobs.

Requirements

• organizational
• coordination
• communication
• problem solving
• scheduling
• service management

What You Bring

-Strong organizational skills with the ability to manage multiple tasks simultaneously. -Proven experience in a coordination or administrative role, preferably within a service or facilities management environment. -Excellent communication skills, both written and verbal. -Problem-solving skills and the ability to think proactively. -Proficiency in scheduling software and tools; experience with service management software is a plus. -Ability to work well under pressure and adapt to changing priorities.

People Also Searched For

About Cortland

-Founded in the early 2000s, this company has rapidly evolved into a leading real estate investment and management firm. -The company focuses on creating high-quality residential and commercial spaces that enhance communities and provide value to investors. -They manage thousands of apartments and properties across major U.S. cities. -Their approach to development is characterized by an innovative blend of design, sustainability, and market intelligence. -Known for delivering exceptional living experiences, they thrive on partnerships and long-term growth strategies. -Their portfolio includes luxury apartments, mixed-use developments, and commercial properties. -They are a prominent player in transforming urban landscapes, particularly in high-demand metropolitan areas.

Sector Specialisms