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Job Description
Maintenance Coordinator Job Description Position Title:
Maintenance Coordinator Compensation:
$40,000 - $48,000 annually, commensurate with the approved applicant's scheduling experience
Supervises:
Maintenance crew of up to five (5) team members Position Summary The Maintenance Coordinator is responsible for scheduling and directing the in-house maintenance crew to turn vacant units rent-ready, dispatching and managing third-party vendors for repairs and specialized work, and ensuring all maintenance activity across the rental portfolio is completed on time, within budget, and to company standards. This role is central to minimizing unit turnaround time, protecting asset value, and supporting a positive experience for both investors and tenants. Crew Scheduling & Make-Ready Coordination Build and manage daily and weekly schedules for a maintenance crew of up to five (5) people, assigning work orders based on priority, skill set, and property location. Coordinate the unit turn (make-ready) process from move-out to rent-ready, including cleaning, painting, repairs, punch-list items, and final inspections. Walk vacant units, or review move-out reports, to scope required work and create itemized make-ready task lists for the crew. Track turn progress against target rent-ready dates and adjust crew assignments to minimize unit downtime and lost rent. Conduct or coordinate quality-control inspections before a unit is marked rent-ready and released to the leasing team. Vendor Management & Dispatch Identify, contact, and schedule outside vendors and contractors (HVAC, plumbing, electrical, roofing, pest control, appliance repair, flooring, and similar trades) for work outside the crew's scope. Obtain and compare vendor quotes, confirm scope of work, and schedule service windows that minimize tenant disruption and turn delays. Verify vendor licensing, insurance, and pricing align with company requirements before assigning work. Follow up with vendors to confirm completion, review invoices for accuracy, and approve or route for payment per company procedures. Maintain an active vendor list with contact information, specialties, rates, and performance notes. Work Order & Maintenance Request Management Receive, log, prioritize, and assign tenant maintenance requests and emergency calls. Distinguish between routine, urgent, and emergency requests and dispatch accordingly, escalating habitability or safety issues immediately. Communicate scheduling, property access arrangements, and status updates to tenants in a professional and timely manner. Maintain accurate records of all work orders, including labor, materials, vendor costs, and completion dates, within the property management system. Administrative & Reporting Duties Track maintenance and turn costs against budget and flag overages or recurring issues to management. Monitor inventory of common parts, supplies, and materials, and order replenishments as needed. Coordinate access to units (keys, lockboxes, codes) for crew and vendors while following property security procedures. Provide regular status reports on open work orders, units in turn, and vendor activity. Ensure all work complies with applicable codes, safety standards, and company policies. Qualifications & Skills Strong organizational and scheduling skills with the ability to manage multiple properties and competing priorities simultaneously. Working knowledge of general property maintenance trades and the ability to scope and estimate repair work. Effective communicator with crew, vendors, tenants, and management. Proficiency with property management / work-order software and basic office applications. Prior experience in property management, facilities, or construction coordination preferred. Valid driver's license and reliable transportation for travel between properties.
