Maintenance Dispatcher – Entry Level
Westmount Village
Woodland Park, NJ
Pay: $18.00–$20.00 per hour, negotiable based on experience
Job Type: Full-time
Work Location: In person
Garden Communities is seeking an organized, professional, and customer-focused Maintenance Dispatcher for Westmount Village, a large residential apartment community in Woodland Park, NJ.
The Maintenance Dispatcher serves as the central point of communication between residents, maintenance employees, vendors, and property management. This position is responsible for receiving, documenting, prioritizing, assigning, and monitoring maintenance service requests to help ensure that work orders are handled efficiently and residents receive timely updates.
The ideal candidate will be an excellent communicator who remains calm and organized in a busy office environment. Previous dispatching, customer service, call-center, administrative, or property management experience is helpful, but we are willing to train a capable candidate with strong organization, follow-through, and problem-solving skills.
Responsibilities
Customer Service
- Answer incoming telephone calls, emails, and resident inquiries professionally and courteously
- Receive and accurately document maintenance requests from residents
- Ask appropriate questions to understand the nature and urgency of each request
- Provide residents with updates regarding work-order status and scheduled service
- Maintain a professional and helpful approach when handling urgent or challenging situations
Work-Order Management
- Create, prioritize, and dispatch maintenance work orders using property management software
- Assign work orders based on urgency, workload, location, and required skill set
- Monitor work-order progress and follow up to support timely completion
- Verify that required information has been entered before closing completed work orders
- Escalate emergency, unresolved, or recurring maintenance concerns to the Maintenance Supervisor or Property Manager
Communication and Coordination
- Maintain regular communication with maintenance employees throughout the day
- Coordinate routine maintenance, inspections, vendor visits, and resident appointments
- Notify residents of scheduled maintenance visits and apartment-access requirements
- Coordinate vendor appointments and building access
- Support communication between maintenance, leasing, and property management employees
Administrative Responsibilities
- Maintain accurate work-order records, vendor invoices, maintenance logs, and supporting documentation
- Assist with filing, scanning, and organizing maintenance records
- Monitor inventory requests and communicate supply needs to the Maintenance Supervisor
- Prepare daily, weekly, and monthly maintenance reports as requested
- Assist with scheduling preventive maintenance programs
- Perform additional administrative duties as assigned
Qualifications
- Previous dispatching, customer service, call-center, administrative, maintenance, or property management experience preferred
- Entry-level candidates with strong transferable skills will be considered
- Excellent telephone, verbal, and written communication skills
- Strong organization, follow-up, and attention to detail
- Ability to prioritize multiple requests in a fast-paced environment
- Able to remain calm, professional, and solution-focused when handling urgent concerns
- Comfortable using computers, email, Microsoft Office, and data-entry systems
- Yardi or property management software experience preferred but not required
- Ability to work independently while maintaining consistent communication with the team
- Professional, dependable, and customer-focused
- Must be legally authorized to work in the United States
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Application Question(s):
- Are you legally authorized to work in the United States?
- How many years of customer service, dispatching, call-center, or administrative experience do you have?
- Do you have experience using Yardi, work-order software, dispatching software, or another property management system? If yes, please list the system.
- Are you comfortable managing a high volume of telephone calls, emails, and maintenance requests throughout the day?
- Are you available to work a full-time, in-person schedule in Woodland Park, NJ?
- What hourly pay rate are you seeking?
- Are you able to commute reliably to Woodland Park, NJ, for all scheduled shifts?
Work Location: In person
