Service Coordinator

Reports to: General Manager

Status: Non-Exempt

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The Service Coordinator is a key position providing cohesion between the sales and operations teams. The primary role of the Service Coordinator is to manage the necessary steps to coordinate the setting up and breaking down of apartments. The Service Coordinator will work with the market General Manager in managing our inventory, to include a desirable blend of options while minimizing vacancy exposure, contributing greatly to the overall success of the business. The Service Coordinator should have great telephone/email presentation, excellent grammar and writing skills, be self-motivated, possess good decision making skills, superb attention to detail, and be extremely well organized. He or she should also be friendly, a team player, and assertive. The Service Coordinator must accurately maintain unit files as well as keep the property management database up to date. The Service Coordinator should maintain professional relationships with clients and personnel at various properties and vendors.

**Please note, Mainsail Lodging & Development is a drug-free workplace. Pre-employment screening, to include a background test and drug screen, is required for all candidates offered a position.

Essential Functions

  • Coordinate and manage all orders and necessary paperwork/emails with vendors (furniture rental, cable and utilities) for apartment set ups, breakdowns, and any service changes
  • Negotiate with vendors when possible and question charges/fees for cost savings measures
  • Process pro-rated move-in rent/monies, rent money due to an lease renewal/extension of notice, and send to accounting in a timely manner
  • Understanding of Lease Language (leases and addendums)- review and audit all lease agreements for accuracy and thorough completion to protect the company from unforeseen liability and/or loss of revenue
  • Authority to sign lease agreements from the property, including renewals and property rent increases
  • Vendor invoice approval: Audit vendor invoices for accuracy, research any questionable charges, update accounting, and add notes in Oscar as appropriate
  • Set up new Unit files (electronically) and ensure all unit documentation is entered/maintained and verify lease expenses and terms are accurate
  • Ensure that all data entry is complete, accurate, and updated as necessary
  • Doorman’s Report – prepare report to send to each property weekly
  • Inventory Management: Manage apartment inventory strategically to maximize profit and minimize expense caused by vacancy, assist in decisions to retain existing inventory
  • Negotiate rent renewals with property management / leasing staff
  • Risk Management: forecasting and evaluate the financial risk when taking additional inventory, offering rates, and special lease terms
  • Revenue Management: Knowledge of revenue management concepts, processes and strategies understanding of all expense associated with the cost of an apartment
  • Oakwood Worldwide – have a clear understanding on Oakwood to better assist your customers; Usage of , Oakwood’s mobile application, Marriott Reward Points, Citrix and all systems available to Franchisees
  • Create and maintain a close working relationship with property leasing associates to ensure the optimum willingness to work with us, service our guests, and provide referrals
  • Create a positive atmosphere for team members
  • Effectively handle customer service issues in absence of the Guest Service Representative, when needed
  • Serve as backup for other team members and other markets, when necessary
  • Be accessible for after-hours emergency calls
  • Other duties as assigned


Qualification Standards

Education & Experience

  • 2+ years experience in a similar field of work
  • Excellent communication skills, both verbal and written, as well as excellent organizational skills
  • Ability to interact patiently, tactfully, and diplomatically with internal and external guests
  • Proficient in Microsoft programs (Word, Excel, Outlook)
  • Experience in other Microsoft programs a plus
  • Experience in corporate housing systems (Oscar) a plus, but not required


Physical Demands

  • Ability to sit or stand for extended periods of time
  • Ability to communicate clearly
  • Ability to lift, bend, and carry 20 lbs.
  • Corrected vision to normal range
  • Ability to work long hours as needed


Mental Demands

  • Make sound judgments quickly
  • Work on multiple tasks, making appropriate progress towards deadlines
  • Able to work independently, take direction and provide direction to others
  • Work with differing personalities within the office, the properties, guests, and the community
  • Maintain the highest degree of confidentiality
  • Ability to work effectively in stressful, high pressure situations
  • Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessary.

Career Information

Date Posted:
September 5, 2019

Career Category: