Maintenance
This individual performs administrative oversight for Arbor Management’s work order and vendor management system. The incumbent ensures that all work orders are assigned and completed satisfactorily on a timely basis and that corresponding invoices are approved for processing. This administrator follows up with the Property Managers as to the quality of the work performed and tracks the performance of our contractors to ensure that their work is priced fairly and meets Arbor’s quality standards. The incumbent must be a team player, adept at delivering high quality service to business partners while meeting budgetary goals and helping to grow our property management business.
Pay is commensurate with experience.
Computer knowledge and literacy are a must have for the position. It is imperative that any potential applicant has the computer and organizational skills required to perform all job duties.
Responsibilities:
- Inspect: Assigned properties at least every two weeks, record maintenance issues and rule violations; address with unit owners as necessary.
- Review/Evaluate: Maintenance issues reported by resident, assign work orders as appropriate. Determine responsibility, assign and follow up with the appropriate parties.
- Understand and Communicate: Must be familiar with relevant condominium documents to determine responsibility. Including Rules and Regulations and Condominium Master Insurance coverage and properly communicating to unit owners and board members. Be able to distinguish and explain homeowner verse HOA responsibility and financial liability for repair and maintenance matters.
- Develop, Execute and Maintain: Schedule for maintenance of each assigned property (fire inspections, septic, elevator service, back flow testing, etc.) and coordinate scheduling with vendors, boards and residents. Must be willing and able to pivot at a moment’s notice to handle crises as necessary, and transition to previous job responsibility and projects.
- Emergency Response: Respond to emergency calls for your assigned shift (required during non-business hours as necessary). Manage emergency calls and organize emergency response in a timely manner.
- Monitor: Monitor maintenance services on an ongoing basis for quality of service.
- Conduct Walk-around: Conduct property review with Board Members at least Semi-annually and report results and actions taken to Board and Arbor Management Company.
- Attire: Professional/Identifying attire is required.
Administrative Activities:
- Assign: Work orders to appropriate contractors. Review work performed and approve/disapprove work for quality to ensure it meets with Arbor Management's quality standards prior to approving work order for processing and payment to verify completion of all projects.
- Monitor: Work orders to ensure they are being closed promptly and accurately. Ensuring that all steps taken are documented thoroughly and concisely.
- Develop: Help develop contract specifications, negotiate terms and supervise contractors.
- Manage Contractors: Manage contractor/resident/board member(s) relationship professionally and follow up on work projects to ensure satisfactory completion.
- Assist: Provide owners and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
- Review/Approve: Invoices for validity prior to approving for processing.
- Attend: Association Board meetings and Arbor Management staff meetings as required/requested.
- Maintain and Update: Arbor Management calendar for all maintenance activities. Work Order database. Preventative maintenance and regularly scheduled property inspections.
- Maintain/Update: Shared Drive with proposals, any vendor documentation including but not limited to: Certificates of Insurance, Invoices and Contact information.
- Communicate: Regularly with Arbor Management staff regarding association maintenance activities and projects.
- Board Issues: Problem Resolution as needed.
Position Qualifications/Requirements:
Required -
- 3 Years of Customer Service Experience
- Demonstrated problem solving ability.
- Proven ability to work without close supervision.
- Proficiency with all Microsoft Office applications, Search Engines and all forms of Spreadsheets.
Preferred candidates will have a BA/BS degree or equivalent work experience, their ARM/CPM certificate or consider working on these credentials.
COVID-19 Precaution(s):
- Remote interview process
- Personal protective equipment provided or required
- Virtual meetings
Work Remotely
- No
This Job Is Ideal for Someone Who Is:
- Dependable -- more reliable than spontaneous
- People-oriented -- enjoys interacting with people and working on group projects
- Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction
- High stress tolerance -- thrives in a high-pressure environment
The Maintenance Technician will be on property, on a schedule. A successful On-Site Maintenance Technician will have knowledge of the property, its systems, and needs.
Responsibilities include:
- Regular patrol and upkeep of property grounds
- Regular inspection of building systems for leaks, deficiencies.
- Creation of deficiency lists and follow-up implementation
- Logging of activities via supplied software to create monthly service request history
- Oversight and follow-up for work performed by outside contractors
- Facilitate contractor scheduling with Homeowners to gain access to units and provide notices to Homeowners as needed.
- Aid and facilitation of regularly scheduled preventative maintenance
- Perform light carpentry and repair work.
- Light janitorial work (interior and exterior) as necessary.
- Regular communication with Board, Residents, Contractors, and Arbor Management
- Responding to unit owner service requests and calls promptly.
- Familiarity with condominium unit boundaries, condominium documents including master deed, by-laws, rules & regulations, and insurance policy limitations.
- Coordination, oversight, and communication for projects and other work to efficiently facilitate operations and minimize disruption to Homeowners. This will include determining where work and support services are staged, where hired contractor’s vehicles and equipment are parked, and other such tasks as needed.
The Maintenance Technician will be on properties, on a schedule. A successful On-Site Maintenance Technician will have knowledge of the property, its systems, and needs.
Responsibilities include:
- Regular patrol and upkeep of property grounds
- Regular inspection of building systems for leaks, deficiencies.
- Creation of deficiency lists and follow-up implementation
- Logging of activities via supplied software to create monthly service request history
- Oversight and follow-up for work performed by outside contractors
- Facilitate contractor scheduling with Homeowners to gain access to units and provide notices to Homeowners as needed.
- Aid and facilitation of regularly scheduled preventative maintenance
- Perform light carpentry and repair work.
- Light janitorial work (interior and exterior) as necessary.
- Regular communication with Board, Residents, Contractors, and Arbor Management
- Responding to unit owner service requests and calls promptly.
- Familiarity with condominium unit boundaries, condominium documents including master deed, by-laws, rules & regulations, and insurance policy limitations.
- Coordination, oversight, and communication for projects and other work to efficiently facilitate operations and minimize disruption to Homeowners. This will include determining where work and support services are staged, where hired contractor’s vehicles and equipment are parked, and other such tasks as needed.
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Arbor Management Company Inc. is an equal opportunity employer.