Sr. Recurring Service Coordinator

Senior Recurring Services Coordinator Role Summary The Senior Recurring Services Coordinator is responsible for managing day-to-day recurring service needs across all applicable properties. This role coordinates with vendors, manages service requests and work orders, follows up on outstanding services and bids, reviews completed work, and helps ensure recurring services are completed accurately, on time, and within established expectations. Basic Responsibilities ● Review recurring service invoices, including NorthSight and My Pool Perfect invoices, to verify services were completed and charges are accurate. ● Work with Accounting and vendors to resolve invoice discrepancies, incorrect charges, missing documentation, and other billing issues. ● Take ownership of more complex or escalated recurring service issues and drive them through to resolution. ● Identify recurring service issues, vendor performance concerns, and opportunities to improve processes. ● Help ensure vendors are consistently meeting service expectations, timelines, and documentation requirements. ● Identify and address potential service or billing issues before they become larger problems. ● Support the team with process questions, escalations, and more complex property or vendor issues. ● Manage recurring service requests and work orders for lawn, pool, cleaning, and other recurring property services. ● Coordinate with recurring service vendors to schedule, confirm, and follow up on services. ● Monitor outstanding work, bids, and service requests to ensure they are moving forward within expected timelines. ● Request, review, and route vendor bids for approval based on property and client requirements. ● Follow up with vendors on overdue bids, incomplete services, missing photos, and other outstanding items. ● Review completed services and available photos/documentation to confirm work was completed successfully. ● Close service requests and work orders once services are confirmed complete and properly documented. ● Maintain accurate notes, documentation, and status updates in Origin and other applicable systems. ● Communicate recurring service issues and escalations to internal teams and management as needed. Key Competencies ● Organization & Follow-Through: Ability to manage multiple properties, vendors, requests, and deadlines without losing track of outstanding items. ● Communication: Clear, direct, and professional communication with vendors and internal teams. ● Problem Solving: Comfortable researching issues, identifying next steps, and taking ownership of unresolved problems. ● Attention to Detail: Ability to accurately review service records, photos, bids, invoices, and property information. ● Accountability: Takes ownership of assigned issues and follows them through to resolution. ● Time Management: Able to prioritize urgent issues while consistently keeping up with routine recurring service needs. ● Judgment: Able to determine when an issue can be handled independently and when it needs to be escalated. ● Systems & Process Management: Comfortable working across Origin, Sigma, vendor portals, spreadsheets, and other internal tools to complete established processes. ● Vendor Management: Able to hold vendors accountable to expected timelines, service standards, and documentation requirements. Success in the Role Success in this role means recurring services are organized, completed on time, properly documented, and accurately invoiced. The Coordinator should: ● Stay ahead of open requests, bids, and vendor follow-ups rather than waiting for issues to escalate. ● Keep vendors accountable to service timelines and follow through until issues are fully resolved. ● Consistently verify that services were completed before closing work or approving invoices. ● Keep Origin and other tracking systems accurate and up to date. ● Communicate clearly when something is delayed, unresolved, or needs escalation. ● Build reliable working relationships with vendors and internal teams. ● Take ownership of assigned properties and issues from start to finish. ● Help reduce recurring service delays, missed services, and unnecessary costs through consistent follow-up and attention to detail.