Maintenance Coordinator

Job Overview
The Maintenance Coordinator plays a pivotal role in ensuring maintenance operations run smoothly and efficiently. Acting as the central contact for residents, property owners, and vendors, this role is responsible for managing maintenance requests, scheduling tasks, and ensuring all repairs and inspections meet company standards. The Maintenance Coordinator drives effective communication across teams and ensures timely resolution of maintenance issues.

Key Responsibilities
Maintenance Scheduling & Coordination
Request Management & Task Assignment:
Receive, review, and prioritize maintenance requests from tenants and property managers; assign and coordinate tasks with field agents and subcontractors.
Maintenance Planning:
Plan and schedule routine maintenance, inspections, and work orders.
Timely Execution & Subcontractor Oversight:
Coordinate with subcontractors and in-house teams to ensure timely completion of repair requests. Monitor subcontractor adherence to contract agreements and timelines, addressing deviations promptly.
Communication & Customer Service:
Act as the main point of contact for residents, property owners, and vendors regarding maintenance issues. Provide regular updates on work order statuses and repair timelines, address concerns promptly, and escalate complex issues as needed.

Documentation & Compliance
Record Keeping:
Generate and maintain accurate work order records and supporting documentation using property management software.
Invoicing & Process Compliance:
Review and process technician work orders for invoicing within set deadlines.
Collaborative Standards:
Work with internal teams, including Field Agents and Property Managers, to ensure maintenance tasks meet established protocols and standards.

Reporting & Systems Management
Status Reporting:
Produce detailed status reports for weekly meetings, highlighting active work orders and completed tasks.
Stakeholder Communication:
Provide regular updates on work order statuses and repair timelines to all stakeholders; address concerns promptly and escalate complex issues when needed.
CMMS Utilization:
Utilize computerized maintenance management systems (CMMS) to track tasks, manage work orders, and analyze data for continuous improvement.

Skills & Qualifications
Minimum of 2+ years of administrative or maintenance coordination experience.
Strong organizational and prioritization skills, with an ability to manage multiple tasks in a fast-paced environment.
Excellent communication skills to effectively liaise with residents, property owners, contractors, and internal teams.
Basic home maintenance knowledge to assess issues and convey technical details clearly.
Proficiency with property management software and CMMS (Property Meld and AppFolio)
A proactive mindset with a strong sense of urgency and attention to detail.

In preparation for an interview, we kindly ask you to provide the following:

1. Self-Introduction Video: Please record a short video (1-2 minutes) introducing yourself, highlighting your relevant experience, and explaining why you are interested in the Maintenance Coordinator role.

2. Typing Test Result: Please complete a typing test and share the results with us. You can use any online typing test platform of your choice.

3. Internet Speed Test Result: Please perform an internet speed test and provide the results, particularly if the interview will be conducted virtually. You can use websites like speedtest.net for this purpose.

Please send these materials to us before your interview. If you have any questions or need further clarification, feel free to reach out to me directly.

We look forward to getting to know you better and discussing how you can contribute to our team.