The Maintenance Coordinator will work under the leadership of the President & CEO and Director of Maintenance. The Maintenance Coordinator - Vendors plays a critical operational role in ensuring efficient execution of vendor-related maintenance activities across the portfolio. This position manages vendor dispatching, bid coordination, quality control, and follow-up to ensure work orders are completed accurately, on time, and within budget. This role works closely with the Maintenance Supervisor and Director of Maintenance to oversee vendor performance, coordinate larger capital projects, and ensure ownership receives accurate, timely information for decision-making. Job Summary The Maintenance Coordinator - Vendors is responsible for: Managing vendor dispatching and work order completion Building and compiling vendor bids for ownership review Coordinating large capital expenditure (CapEx) projects Onboarding and maintaining vendor relationships Auditing vendor work for quality and compliance Maintaining accurate documentation and reporting This role requires strong communication, organization, financial awareness, and attention to detail. Key Responsibilities Daily Responsibilities Dispatch vendors to assigned work orders. Follow up with vendors to ensure timely and efficient completion. Monitor and respond to communications via email, Teams, and system notifications. Coordinate with Resident Services for tenant updates and feedback. Facilitate onboarding of new vendors; update and maintain vendor files and documentation. Dispatch turn-related vendor work to ensure timely unit turnover. Obtain vendor bids and assist in compiling bid packages. Build out maintenance bid summaries alongside the Maintenance Supervisor and Director of Maintenance. Submit finalized bids directly to ownership and manage all follow-up communication, revisions, and approvals. Provide ordering and procurement support as needed. Check out maintenance technicians daily (review time tracking, completed work, and next-day scheduling). Close out vendor work orders by: Verifying completion Assessing quality of work Confirming labor and material accuracy Creating follow-up work orders when necessary Collaborate with other maintenance coordinators to ensure coverage and support. Weekly Responsibilities Maintain and update vendor files for accuracy and compliance. Audit open vendor work orders to track progress and resolve delays. Review "Waiting" work orders to ensure proper next steps are assigned. Audit the stale work orders (work orders over 7 days old) to confirm appropriate resolution. Attend weekly meetings with Area Managers and provide vendor-related updates. Assist the Director of Maintenance in coordinating ongoing CapEx projects. Capital Expenditure (CapEx) & Ownership Coordination Work directly with the Director of Maintenance on large capital improvement projects.

Assist with:

Vendor sourcing and onboarding Scheduling coordination Scope clarification Documentation collection Bid comparisons Ensure ownership receives: Organized bid summaries Scope comparisons Cost breakdowns Supporting documentation Track project progress and provide follow-up communication as required. Monthly Responsibilities Audit prior month's open, waiting, estimated, and completed vendor work orders. Identify recurring vendor issues and performance concerns. Complete assigned monthly projects from the Director of Maintenance. Assist in reporting related to vendor spend, performance metrics, and bid tracking. Core Competencies Strong organizational and time management skills Vendor negotiation and bid analysis capability Financial awareness and cost comparison skills Clear written and verbal communication Ability to manage multiple deadlines simultaneously Detail-oriented with strong quality control standards Professional communication with ownership and executive leadership

Required Skills and Qualifications:

High school diploma or equivalent; a degree in Facilities Management, Engineering, or a related field is a plus. Strong organizational skills and attention to detail. Excellent communication and interpersonal skills. Ability to manage multiple tasks simultaneously and meet deadlines. Knowledge of basic maintenance practices and building systems (HVAC, plumbing, electrical, etc.). Proficiency with maintenance management software (e.g., CMMS systems). Basic knowledge of budgeting and cost control. Ability to work independently and as part of a team.

Preferred Qualifications:

Experience with managing teams or contractors.

Work Environment:

Primarily office-based, but with occasional visits to the maintenance site or facility. May require occasional evening or weekend work to manage emergency repairs or after-hours projects.

Physical Requirements:

Ability to lift up to 25-50 lbs. Ability to move or maneuver maintenance equipment, tools, and supplies. Must be able to stand, walk, or bend for extended periods. The Essential Job Duties is not an all-inclusive list but does cover many of the duties and responsibilities of the position. Additional duties or responsibilities may be required based due to organizational needs, market conditions, organization goals, and owner/client requirements.

Job Type:

Full-time Pay:

$35,000.00 - $37,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Experience:

Maintenance:

1 year (Required) Computer skills: 2 years (Required)

License/Certification:

Driver's License (Required)

Work Location:

In person