Front Desk/Maintenance Coordinator

Job Details

Front Desk/Maintenance Coordinator

Colorado Springs, Colorado




Job Description

Front Desk/ Maintenance Coordinator

This opening is working with a large real estate company that sells and manages properties.


Principal Responsibilities:

  • Open and close the office daily as per guidelines
  • Answer phones and respond to customer inquiries using proper screening techniques; direct callers to appropriate personnel when necessary
  • Serve as first line of contact for all building traffic and direct clientele to the proper offices
  • Assist walk-in customers with application processing
  • Process payments from walk-in tenants
  • Maintain the Leasing Board at the front desk area
  • Sort through incoming mail and deliver to proper personnel
  • Process outgoing mail and Certified Mail
  • Follow up on leads same day they are received
  • Check AppFolio Guest Cards daily and follow up as necessary
  • Convert incoming leads to showings
  • Schedule showings within set parameters and policies
  • Send out application requirements and guidelines to all showings via email
  • Follow up on showings, confirming showings as well as getting feedback from showings when required
  • Refresh active posting on AppFolio on a daily basis
  • Maintain schedule for Assistant Property Manager and Property Manager as per set parameters
  • Scan and attach documents to proper AppFolio files within 48 hours of receipt
  • File all scanned documents within 72 hours of receipt
  • Provide assistance to Assistant Property Manager and Property Manager as needed
  • Send out notice texts/emails to tenants as needed
  • Prepare and send out Small Balance Due letters to tenants monthly
  • Process monthly birthday cards for tenants
  • Vet incoming maintenance requests
  • Work with tenants to perform “self help” on maintenance requests when appropriate
  • Assign open work orders to appropriate vendors
  • Ensure that work orders are completed in a timely manner, as per the policies and procedures guidelines for routine vs. emergency repairs
  • Serve as point of contact for vendors, tenants and owners regarding work orders
  • Manage the cost of maintenance requests.  Coordinator is responsible for ensuring that non-emergency repairs that exceed maintenance limit are approved by owner prior to completion of work
  • Review all incoming invoices related to work orders for accuracy in both scope and cost.  Coordinator is responsible for contacting the vendor for discrepancies and resolving the same
  • Identify and mark any vendor charges on invoice that should be billed back to the tenant
  • Submit all approved invoices to Assistant Property Manager for payment
  • Maintain the Vendor Binder, ensuring that we have accurate and current required forms for all vendors
  • Work with Property Manager to vet and recruit new vendors as needed
  • Perform site inspections of work completed when required
  • Perform monthly service test on elevator and maintain records of the same
  • May be assigned additional duties as deemed necessary by either Assistant Property Manager or Property Manager
  • Perform all assigned tasks within the scope of set Policies and Procedures
  • MUST BE ABLE TO DO ONSITE visits to properties 

Pay rate: $16 + depending on experience  

Hours: Full-time Monday- Friday 8 am to 5 pm


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