DUTIES FOR ASSISTANT SERVICE COORDINATOR:
Answer multi-line telephones, take messages, check voice mail, make sure messages are delivered to appropriate people.
Schedule appointments for repairs / make courtesy calls. Document appts. calls, etc on
ALL service request tickets and in service track. File completed service requests in correct file drawers.
Verify ALL required information has been written on the service request. Issue keys and ID badges to contractors. Run key report in the morning and afternoon.
Call anyone who still has keys out from the previous day. Mail out payment checks to vendors, verifying payment stubs or copies of invoices are included in the envelope.
Create purchase orders for all purchases and contractors and / or verify they are attached to the correct invoice.
Obtain vendor insurance forms from contractors and maintain vendor log book. Fax extermination schedule to pest control contractor every afternoon.
Make sure ALL handwritten service requests are entered into system.
Before leaving in the evening, check for the next day’s appointments and put them in the appropriate tech slot.
Enter vendor invoices into Yardi for batch payments.
Before leaving EVERY night, make sure after running the percentage report, all lights except the one at the copy machine are off, all blinds have been closed, the alarm has been set, the front porch light is on and the door and dead bolt are locked.
Attention to detail is of the utmost importance to the office running correctly.