Maintenance Projects Coordinator

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Private Estate located in Nevis in search of a:
Full Time Maintenance Projects Coordinator

This role serves as the communication and coordination hub for the maintenance department. This position requires excellent attention to detail and a professional, service-oriented demeanor. Tasks receiving and tracking repair requests, scheduling service appointments with outside vendors, and managing the logistics of parts ordering and delivery in a fast-paced environment.

• Receive, log, and track all maintenance-related requests and reports of items in need of repair.
• Prioritize requests and route them to the appropriate maintenance manager, supervisor, or team member.
• Monitor progress to ensure timely completion and maintain accurate service records.
• Arrange and confirm appointments with outside contractors and service providers for repairs, preventative maintenance, and specialized services.
• Coordinate vendor access to the property, ensuring compliance with security procedures.
• Maintain a calendar of vendor visits and communicate relevant information to affected staff and management.

• Research and source replacement parts and maintenance supplies as directed.
• Place orders, track shipments, and coordinate delivery or installation schedules.
• Manage all aspects of overseas ordering of parts and supplies including uploading of all required documentation for import.
• Maintain an organized inventory of frequently used items and reorder as needed.

• Keep detailed digital maintenance logs, service records, and vendor contact lists.
• Assist in preparing cost estimates, purchase orders, proposals, and expense tracking for maintenance-related activities.
• Assist in drafting annual budget.
• Reconcile debit card transactions and submit all supporting documentation in a timely manner.
• Prepare meeting minutes and agenda items for the department.
• Assist in communication with other departments about maintenance related projects, issues, repairs, care instructions, Safety Data Sheets (SDS), safety instructions…etc.
• Provide general support to maintenance managers for operational projects.

• Previous administrative, scheduling, or coordination experience, preferably in a facilities, property management, or maintenance setting.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Previous shipping (air and ocean freight) experience and knowledge is an asset.
• Proficiency with Apps, scheduling tools, spreadsheets, Dropbox, and Microsoft Office software.
• Comfortable interacting with vendors, contractors, and staff in a professional manner.
• Discretion and respect for confidentiality.
• Previous Safety training is an asset, ongoing safety training required.
• First Aid & CPR training provided.
• Valid Driver’s License with clean driving record.
• Must be able to legally work in Nevis and provide a Police Clearance Certificate.

• Primarily office-based with property walkthroughs.
• Ability to lift and carry items (up to 50 lbs).
• Flexible, availability to adjust to the needs of the estate, occasional weekend, public holiday, or evening work is required.

Larkland Richards and Associates, upstairs of Food Centre Supermarket on Main Street, Charlestown, Nevis

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