Operations Coordinator

Edison Properties is a property management company that has been in business for over 50 years providing apartments for rent ranging from cozy and comfortable bachelor apartments to luxurious penthouse suites in the Winnipeg market.

Job Summary

The Operations Coordinator maintains the work order system by assigning work orders, auditing work completion, and ensuring integrity of the work orders. They are the liaison between those who initiate work orders (such as Maintenance Managers or Resident Managers) and those who fulfill the assigned work on the Maintenance team. The goal is to minimize delays and ensure productivity and quality are maintained by assigning work appropriately based on impact on urgency, workflow, efficiency, staff availability and customer commitment.

This is a full-time on-site position, working Monday – Friday, 8AM-4PM.

Key Responsibilities

Operations and Maintenance Team Support

• Prioritizes and assigns work orders (WO) to maintenance staff within the active schedule using judgment based on urgency, workflow, efficiency, staff availability, customer commitment.
• Creates and manages the on-call schedule, including communicating the schedule to Maintenance Managers, Resident Managers, and appropriate Maintenance employees.
• Audits, corrects, and validates the quality of information entered in work orders, including verifying time entries, skill, and expense categories, assigning urgency, and updating descriptions.
• Creates work orders as needed, such as emergencies or staff coverage.
• Creates and maintains recurring WO’s.

Maintenance Management Software

• Maintain accurate records of service requests, work orders, and preventive maintenance schedules in Yardi.

• Create, process, and cancel recurring work orders (RWOs), including providing backup processing support when required.

• Manage same-day and emergency work order notification setups.

• Prepare quarterly electrical log reports and generate operational reports and analytics.

Service and Work Order Processing

• Process daily service PO receipts and prepare supporting documentation for Accounts Payable.
• Update work orders with vendor quotes, photographs, pricing, and PO information.
• Provide backup administrative support to the Service Coordinator.
• Creates work orders as needed, such as emergencies or staff coverage.
• Creates and maintains recurring WO’s.

Fleet Management

• Coordinate maintenance scheduling and maintain service records for a fleet of 24 vehicles and 4 trailers.

• Track vehicle assignments, fuel cards, usage logs, spare vehicles, and maintenance schedules.

• Administer the FCL fuel card program and coordinate vehicle insurance changes, additions, and renewals.

• Support Vehicle Policy implementation, compliance tracking, and employee follow-ups.

Administrative Support

• Maintain vehicle, equipment, and company cell phone tracking spreadsheets and records.

• Perform filing, data entry, document preparation, and general administrative duties to support Operations

Other duties as assigned.

Qualifications

1. Post-secondary education in Business Administration, Operations, or a related field, or equivalent experience.
2. 3–4 years of experience in operations coordination, administration, and/or property management.
3. Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and SharePoint.
4. Experience with building maintenance management systems, preferably Yardi.
5. Knowledge of work orders, purchase orders, invoice processing, vendor coordination, fleet administration and document management.
6. Strong organizational, communication, and time-management skills.
7. High attention to detail and accuracy in data entry, reporting, and recordkeeping.
8. Ability to manage multiple priorities, meet deadlines, and work independently.
9. Strong interpersonal skills and ability to coordinate with internal departments, contractors, and vendors.
10. Must maintain clear Criminal Record Check and Vulnerable Sector Check
11. Position may require time commitments outside normal hours of work to accomplish duties during periods of heavy work requirements.
12. Excellent oral and written communication skills.

Benefits

Satisfaction and fun are something we strive for in our work environment, so we offer a friendly and positive work environment along with competitive pay and comprehensive benefits (that include health, health care spending account, dental, group life, long-term disability, and a group DPSP/RRSP matching program).

To Apply

Please apply with a cover letter outlining how you meet the job requirements above along with your resume. We thank all applicants, but only those chosen for an interview will be contacted.

We thank all applicants, but only those chosen for an interview will be contacted. Accommodation will be provided throughout the recruiting process and requests for accommodation will be dealt with in a timely manner.