Access Coordinator

The Access Coordinator plays an important role in enabling access to homes for Darwin Homes and its clients. A member of the construction arm of Darwin Homes, this person is responsible for maintaining accurate inventory records of smart locks, dispatching work orders for repair and installation of smart locks, and communicating with Darwin Field Team members, third-party vendors, and Darwin Homes team members. Key Responsibilities: 1. Smart Lock Management Inventory Tracking: Maintain records of inventory and its location Work with Field Team members and third party vendors to obtain periodic inventory counts Device Assignment and Unassignment: Unassign old devices and assign new devices in multiple systems, including Rently Manager and Origin. Follow SOPs to ensure devices are linked to the correct property and tenant information is up-to-date 2. Work Order Processing Vendor Coordination: Monitor Airtable for new Rently Install and Troubleshoot work orders. Dispatch work orders to third-party vendors, providing clear instructions, deadlines, and property access details. Ensure vendors submit all required documentation, including visit summaries, serial numbers, and proof of work photos. Follow up regularly to ensure work is completed on time and in compliance with standards. Follow the warranty process for any devices that had to be replaced. Documentation Management: Maintain organized records of work orders, vendor communications, and proof of completion within our internal system; Origin. Ensure all completed work orders are processed within a 48-hour timeframe. If the tenant is unresponsive, promptly notify the property management team. 3. Communication & Collaboration Internal Communication: Keep internal records up to date and accurate so team members remain informed of the status of each work order Provide feedback to team members of work orders or if communication is inconsistent with standards Assist with resolving any discrepancies in work orders or device inventory, and escalate issues to the Sr. Manager as appropriate. 4. System Management Rently Manager & Origin Systems: Maintain accurate data in Rently Manager and Origin , ensuring device statuses are correctly reflected. Qualifications: - BPO administrative support experience - Access management or virtual maintenance background preferred - Strong attention to detail and organizational skills - Proficient in Google Workspace (Gmail, Sheets, Docs, Drive) - Excellent communication, time management, and problem-solving skills - Able to work independently, manage confidential data, and meet deadlines