Grande Shores Resort - Maintenance Dispatch and HOA Billing Administrator

We are looking for "YOU"!! Detail-oriented and a multitasker are required.  Duties of this job include providing support to our managers and employees, assisting in daily office needs and managing our Engineering administrative tasks.  The ideal candidate should have excellent oral/written communication skills and be able to organize their work using tools, various programs WORX Dude Solutions, Nuvola and other office programs i.e. MS Excel, and office equipment.   If you have previous experience as an administrative assistant and familiarity with our industry, we’d like to meet you. Ultimately, a successful Maintenance Dispatch should ensure the efficient and smooth day-to-day operation of our office.
  • HOA billing
  • HOA & Hotel ordering
  • Walking units and answering e-mails from the Homeowner department and communicating back to the Homeowner department on guest comments and anything in the units that involve a vendor service.  Send photos when needed.
  • Scheduling painters for Homeowner and HOA Projects utilizing WorxHub and discussed with the director of engineering first. Director to communicate with the painters.
  • Code invoices after coordinator receive and bills the ones for Homeowner 
  • Assisting with the inventory at the end of the month
  • Dispatch all WO’s entered into the work order system by other departments
  • Follows up daily on open work orders to ensure that these are addressed or re-scheduled if needed, ensuring there are no over dues the next day.
  • UM scheduling when needed
  • UM assigning to the Techs
  • Scheduling homeowner arrivals, appliance installs, small projects or services, and scheduling to the tech's
  • Search’s for new vendors and negotiates new prices for services/small projects that the dispatcher schedules, such as tub repairs, sofa inserts replacements, furniture refinishing, dining chair seats recovering etc..
  • Schedule and coordinates any small projects or service needed in the units that have to be done thru a vendor, such as granite, deal with a carpet or drapes issues and installations, tub & appliances repairs, sofa inserts replacements, furniture refinishing, dining chair seats recovering, vanities, furniture/appliance installs etc.
  • Send e-mails to Homeowner Ops that are related to Homeowner vendors’ services/projects and responding to all emails within 48 hours 
  • HOA/Hotel related parts and projects 
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