Integrated Facilities Management Coordinator - Greater Denver, CO Area

Intro

At Cortland, you map the story of your success. We don't adhere to the status quo, we love outside industry perspective, and we thrive on exploring possibilities and reimagining solutions. As an innovative leader in multifamily, our high performance continues to drive exponential growth – and we invite you to join us on our journey towards real estate excellence. With tools and guidance to sharpen your skills, you can forge your own career path, love what you do, and let it show.

Job Overview

As an Integrated Facilities Coordinator, you will play a crucial part in maintaining the smooth operation of multiple properties by managing various facilities-related tasks. As our portfolio of services expands, this role will grow to include additional responsibilities. The ideal candidate will be proactive, adaptable, and capable of coordinating with a range of internal teams and external vendors.

Roles You Will Play

Key Responsibilities:

• Schedule and manage paint jobs across multiple properties, ensuring timelines are met and resources are efficiently utilized.
• Coordinate the scheduling of HVAC jobs, assigning them appropriately, and tracking each job’s progress from start to finish.
• Maintain the make-ready board by logging upcoming tasks and ensuring all assignments are properly accounted for.
• Oversee the flow of work orders, delegating tasks to the correct technicians and ensuring they are completed promptly and accurately.
• Act as the primary point of contact with vendors and internal teams to confirm job schedules, availability, and any necessary follow-ups.
• Track and report on job progress and completion.
• Coordinate and schedule service appointments, ensuring that customer needs are met promptly, and technicians' schedules are optimized.
• Manage the dispatching of service technicians, ensuring the right technician is assigned to the right job based on skills and availability.
• Track the progress of service jobs, from initiation to completion, ensuring timely updates to customers and internal teams.
• Serve as the main point of contact for customers, addressing inquiries, scheduling requests, and providing status updates on ongoing jobs.
• Work closely with the service team to prioritize urgent requests and adjust schedules as necessary to accommodate emergencies.
• Maintain accurate service records, job orders, and related documentation for future reference and reporting.
• Coordinate with vendors and suppliers to ensure the availability of necessary parts, equipment, and resources for scheduled jobs.
• Provide regular reports on service performance metrics, identifying trends, areas for improvement, and opportunities to enhance efficiency.
• Support the IFM team with administrative tasks, data entry, and general coordination duties as needed.

Building Blocks of Success

• Proven experience in a coordination or administrative role, preferably within a service or facilities management environment.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Ability to work well under pressure and adapt to changing priorities.
• Proficiency in scheduling software and tools; experience with service management software is a plus.
• Problem-solving skills and the ability to think proactively.