Job Title: Maintenance Dispatcher

Job Summary:
The Maintenance Dispatcher plays a critical role in ensuring the efficient management and coordination of maintenance activities across Reedy & Company's properties. This position requires strong organizational, communication, and problem-solving skills to address maintenance requests promptly, prioritize tasks effectively, and maintain optimal property conditions.

Key Responsibilities:

Service Request Management:

• Intake and Logging:

  • Receive and process incoming maintenance requests from tenants and internal staff via phone, email, or property management software.

  • Accurately document all relevant information, including tenant name, contact details, property address, nature of the issue, and urgency level.

• Prioritization and Assignment:

  • Assess the urgency of each request, prioritizing safety hazards, tenant comfort, and lease obligations.

  • Assign tasks to qualified technicians based on availability, expertise, and work order requirements.

• Status Tracking and Reporting:

  • Monitor the progress of maintenance requests from initiation to completion.

  • Utilize maintenance management software to track response times, resolution rates, and technician productivity.

  • Generate reports on maintenance activity, identifying trends and opportunities for improvement.

Dispatch and Coordination:

• Scheduling and Routing:

  • Develop efficient schedules for maintenance technicians to maximize productivity and minimize response times.

  • Coordinate technician routes to optimize travel time and ensure timely service delivery.

• Communication and Collaboration:

  • Maintain clear communication with technicians, providing updates and necessary information.

  • Collaborate with property managers and team members to resolve complex issues and coordinate multi-property repairs.

• Inventory Management:

  • Monitor and manage inventory levels of maintenance supplies and equipment.

  • Place orders to ensure adequate stock and coordinate with procurement teams as needed.

Administrative Support:

• Record Keeping:

  • Maintain accurate records of maintenance requests, work orders, and invoices.

  • Organize documentation for compliance and easy reference.

• General Administrative Tasks:

  • Answer phone calls, emails, and inquiries promptly.

  • Assist with data entry, report generation, and other administrative duties as required.

Customer Service:

• Tenant Communication:

  • Communicate with tenants professionally, providing updates on maintenance requests.

  • Address tenant concerns and escalate unresolved issues as needed.

• Vendor and Contractor Coordination:

  • Schedule and oversee external vendor and contractor work.

  • Monitor vendor performance and resolve disputes or issues.

Qualifications:

• Required:

  • High school diploma or equivalent.

  • Strong organizational and time management skills.

  • Excellent verbal and written communication skills.

  • Proficiency with computer applications, including Microsoft Office Suite.

  • High attention to detail and accuracy.

  • Ability to multitask and prioritize effectively.

• Preferred:

  • Experience in property management or facilities maintenance.

  • Knowledge of building systems and maintenance procedures.

  • Experience with maintenance management software.

Work Environment:

• Primarily office-based, with occasional site visits.

• Requires prolonged periods of sitting.

• Involves light physical activity, such as filing and lifting small items.

Benefits:

• Medical, Dental, and Vision Insurance

• Retirement Plan

• Short/Long Term Disability Insurance

• Life Insurance

• Paid Time Off

Schedule:

• Full-time, with occasional overtime as needed.

Physical Demands and Work Environment

• Physical Demands:
  • Frequent sitting, standing, and reaching.
  • Occasional lifting and/or moving up to 25 pounds.
  • Repetitive use of hands and fingers for typing and using computer peripherals.

Note:

• This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Benefits:

• Retirement Plan

• Dental insurance

• Health insurance

• Life insurance

• Paid time off

• Vision insurance

Schedule:

• Full-time, with potential for occasional overtime.

Equal Employment Opportunity

Reedy & Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability status, genetics, protected veteran status, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.