Maintenance Coordinator

Orchid Development is a division of the Flowers Group of companies.  As the parent company of Cricket Square, Orchid Development also manages Orchid Realty, Flowers Restaurateurs and The Club.

Reporting to the Maintenance Manager, the Maintenance Coordinator plays a pivotal role in supporting the maintenance department, ensuring seamless and efficient daily operations. This position is central to the upkeep and functionality of Cricket Square, working in close collaboration with the maintenance management team, building coordinators, and security teams.

Key responsibilities include, but are not limited to:

• Receive calls, emails and maintenance enquiries from tenants at Cricket Square and ensure timely receipt by the maintenance team, then track and respond to enquiries in a timely manner to see them to a close.
• Use MaintainX software, create work orders, follow up to ensure completion with service/repair and work order status reports. Build and maintain daily checklists and tracking tools to assist building coordinators.
• Manage the car parking allocation with support from security and operations & development. Administer and amend parking plans keeping a track and detail record of all parking allocations. Use PDF to manage.  Report changes to accounts for rental parking and to operations for lease amendments.
• Support the maintenance manager with weekly agenda of schedule of works.
• Administer current job lists and providing regular written reports.
• Manage paperwork, including work orders, maintenance logs, and invoices.
• Handle communications, including phone calls and emails.
• Oversee contractor and subcontractor access to designated areas.
• Create and maintain logbooks on condition of vehicles.
• Keep accurate records of maintenance activities and expenses, including service records, maintenance schedules and repair history.
• Place orders and tracking and chasing suppliers.
• Provide support to resolve any tenant issues.
• Communicate tenant issues and call outs to maintenance management team.

The successful candidate must have:

• High school diploma or equivalent.
• 3-5 years’ experience in property, maintenance and administration in a similar environment.
• Familiarity with basic maintenance terminology and procedures.
• Positive attitude.
• Excellent telephone manner and customer service skills.
• Strong organizational, communication and problem-solving skills.
• Ability to work under pressure with attention to detail.
• Ability to work independently, handle multiple tasks simultaneously and manage one's own time.
• Ability to build rapport with other admin assistants to support and increase interdepartmental cooperation.
• Be able to work cohesively with multicultural coworkers.
• Competent in Microsoft Word, Excel and PDF editing.