Asset Management Data Coordinator Jobs (NOW HIRING)

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence to join our Team. This position requires a solid background of advanced customer service and organizational skills. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District. The District is looking for an individual with a desire to utilize their cutting-edge skills in support of the Finance department. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

JOB SUMMARY

Provides administrative and operational support to the Asset Management Division and assists with the coordination and administration of the District’s asset management programs, systems, records, service requests, inspections, work orders, and related activities. Supports the Asset Management Senior Manager and District staff through data entry, record maintenance, document management, customer service, scheduling, reporting, system administration support, and coordination of Asset Management activities. The position requires strong organizational skills, attention to detail, computer proficiency, and the ability to effectively coordinate multiple assignments while maintaining accurate and timely records. 

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) 

• Provides administrative support to the Asset Management Division and assists with the day-to-day coordination of Asset Management activities.
• Assists with the administration and maintenance of the District’s computerized Asset Management system, including Cityworks and related applications.
• Creates, updates, maintains, and verifies Asset Management records, including assets, service requests, work orders, inspections, locations, contacts, documents, and related information.
• Assists District staff with the creation, assignment, updating, and completion of service requests, work orders, and inspections.
• Reviews records for completeness, accuracy, and consistency and follows up with staff when additional information or corrections are required.
• Provides administrative support for the District’s SeeClickFix service request program, including monitoring incoming requests, assisting with categorization and routing, tracking status, and supporting timely resolution.
• Assists with the coordination and tracking of resident service requests and communicates with appropriate District staff to facilitate responses and resolution.
• Provides customer service and responds to questions from District employees, residents, contractors, and other stakeholders regarding Asset Management processes and service requests.
• Assists with maintaining and updating standard operating procedures, process documentation, forms, reference materials, and training documentation.
• Assists with scheduling and coordinating meetings, training sessions, system demonstrations, and other Asset Management activities.
• Prepares correspondence, reports, spreadsheets, presentations, meeting materials, and other administrative documents.
• Assists with generating, compiling, and organizing data and reports from Cityworks and other Asset Management systems.
• Performs data entry and data quality control activities to ensure information maintained within Asset Management systems is accurate and current.
• Assists with maintaining electronic and physical files, records, documentation, and supporting materials in accordance with District procedures and applicable records retention requirements.
• Assists with the onboarding and maintenance of assets within the District’s Asset Management system, including coordinating information from District divisions and verifying asset information.
• Assists with tracking system issues, documenting problems, communicating issues to appropriate staff or vendors, and following up on resolutions.
• Assists with user support for Cityworks, SeeClickFix, ArcGIS, and other Asset Management-related applications.
• Assists with system testing, including testing new functionality, workflows, forms, reports, and system updates.
• Supports Asset Management projects and special initiatives, including implementation of new technology, system enhancements, integrations, and process improvements.
• Assists with coordinating information between the Asset Management Division and other District departments and divisions.
• Maintains confidentiality of sensitive District information and handles records and information appropriately.
• Assists with monitoring deadlines, project milestones, assignments, and follow-up items to help ensure work is completed in a timely manner.
• Assists with preparing information for management review, audits, presentations, and other business needs.
• Performs general administrative duties including filing, copying, scanning, correspondence, document preparation, data entry, and other office support activities.
• Maintains organized and accurate records and completes assignments within established deadlines.

Additional 

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.  

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Provides world-class customer service to District employees, residents, contractors, vendors, and other stakeholders.
• Cultivates and maintains effective working relationships within the department, throughout the District, and with outside organizations.
• Models the District’s Core Values at all times.
• Demonstrates professionalism, dependability, accountability, and a positive attitude.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

• High school diploma or equivalent. 
• Five (5) years of progressively responsible administrative, office, customer service, records management, information management, asset management, municipal/government, or other related experience.
• Equivalent combinations of education, training, and experience may be considered.

MINIMUM CERTIFICATES, LICENSES, REGISTRATION

• Valid Florida Driver’s License required.
• All candidates and employees must successfully pass background screening. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to) 

Knowledge

• General administrative and office procedures and practices.
• Records management, document control, filing, and information organization.
• Basic principles of data entry, data accuracy, and quality control.
• Customer service principles and professional communication practices.
• General understanding of computerized information systems and database concepts.
• Basic understanding of work order, service request, inspection, asset, or maintenance management processes preferred.
• Basic understanding of geographic information systems (GIS) and mapping applications preferred.

Skills

• Strong organizational and time-management skills.
• Accurate and efficient data entry skills.
• Strong written and verbal communication skills.
• Customer service and interpersonal skills.
• Computer and software proficiency, including Microsoft Office applications.
• Demonstrates strong attention to detail.
• Demonstrates a commitment to continuous improvement and supports efforts to improve District processes, services, and operational efficiency.
• Demonstrates initiative and independently follows through on routine assignments while seeking guidance when appropriate.
• Demonstrates flexibility and adaptability when priorities, procedures, systems, or assignments change.

Abilities

• Ability to plan, organize, prioritize, and coordinate work effectively.
• Ability to learn and apply new software, technology, processes, and procedures.
• Ability to accurately enter, retrieve, review, and maintain information in computerized systems.
• Ability to identify problems or discrepancies and take appropriate action to resolve or escalate them.
• Ability to follow written and verbal instructions and established procedures.
• Ability to work independently with appropriate direction and supervision.
• Ability to work cooperatively and effectively with individuals at all levels of the organization.
• Ability to maintain accurate records and meet established deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to adapt to changing priorities, procedures, technology, and organizational needs.
• Ability to create, format, organize, and maintain spreadsheets, reports, correspondence, and other documents.
• Ability to navigate and learn enterprise software applications and databases.
• Ability to review information for accuracy, identify discrepancies, and make appropriate corrections or request clarification.
• Ability to manage multiple assignments, priorities, and deadlines.
• Ability to maintain organized electronic and physical records.
• Ability to communicate effectively with employees, residents, contractors, vendors, and other stakeholders.

EQUIPMENT

The employee may be required to operate or use the following equipment:

• Personal computer and related computer equipment.
• Telephone and mobile communication devices.
• Printers, scanners, copiers, and other standard office equipment.
• District vehicles, as required.
• Other technology and equipment necessary to perform assigned duties.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to the following:

• Interior office environment, with moderate change in temperature. 
• The employee is occasionally exposed to outside weather conditions. 
• The noise level in the work environment is usually moderate. 

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to sit, stand, walk talk, push/pull; use hands to finger, handle, or feel; reach with hands and arms forward and overhead. 
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, twist; squat; balance or crawl. 
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.