Maintenance Coordinator

Role Summary Work alongside the Maintenance Superintendent to manage the subscriber maintenance calendar and day-to-day scheduling. You'll ensure subscribers receive clear, consistent communication and an exceptional service experience, while supporting maintenance operations and new subscriber onboarding. This is a precision, process-driven role focused exclusively on maintenance operations. Core Responsibilities Communication & Subscriber Experience Provide prompt, consistent communication with subscribers, maintenance technicians, and internal team members across phone, text, and email. Set and maintain realistic expectations around scheduling, requests, recommendations, and service status. Follow up after service completion; document issues/complaints and escalate to the Maintenance Superintendent as needed. Build long-term subscriber relationships through trust, responsiveness, and reliability. Scheduling, Calendar Control, and Coordination Manage and audit the maintenance calendar to maximize labor utilization. Send routine appointment reminders and "honey-do request" reminders. Prepare advance reminders to the Maintenance Superintendent regarding upcoming visit needs (supplies, materials, and prep items). Repair Escalation & Handoffs Monitor field-flagged items requiring repair attention during or after maintenance visits. Create urgent repair requests from maintenance flags and route to the Repair Coordinator per established protocols. Maintain tight communication with the Repair Coordinator to ensure fast, clean handoffs between maintenance and repair. Subscriber Database & Admin Support Maintain accuracy of the subscriber database and files (including creating new subscriber files). Keep an active digital file of maintenance reports and updates. Support scheduling, attend meetings as needed, and record/distribute notes. Billing, Materials, and Accounting Support Assist with ordering materials as requested (training required). Process weekly expense reports; validate receipts against subscriber name and amounts due. Upload pre-approved invoices to SharePoint and send required accounting documentation by weekly deadline (Mondays). Hand off final material invoicing from maintenance appointments to accounting. Verify mileage calculations and submit mileage reports to accounting. Tracking & Reporting Track maintenance technician time on jobs and overages. Maintain accurate updates in Daylite and Asana (tasks, files, data) as requested.

Provide:

Monthly summary of completed maintenance appointments to accounting Weekly maintenance status updates to the Maintenance Superintendent (and others as requested) Daily maintenance reporting on status and updates Operational Schedule Office hours: 8:00am-4:30pm daily (time dedicated to being present at the company office or job sites and available to subscribers and employees). Prepare next-day work orders (digital and printed) for Maintenance Leads and Technicians. Growth Path The company provides training and mentorship. Qualifications Experience Degree preferred, not required. 6-10 years of related experience and/or training (or equivalent combination). 5+ years of experience in the construction industry. Language Bilingual fluency in English and Spanish preferred.

Computer Skills Working knowledge of:

Microsoft Word, Google Docs, Excel, QuickBooks, TSheets, Paychex Payroll, Asana, and Daylite. Other Skills & Abilities Excellent listening skills; strong written and verbal communication Strong time management; able to juggle multiple projects across locations High professionalism; team-oriented; customer-service driven Working knowledge of construction and applicable terminology License Valid California Driver's License; ability to drive to job sites as needed.

Benefits Medical:

Kaiser (company covers 90% of employee-only premium) Dental / Vision /

Life:

Unum (company covers 100% of employee-only premium)

Voluntary Life:

Available through Unum (employee-paid)

Eligibility:

Benefits begin 1st of the month after 30 days of employment (health + life + voluntary life)

Paid Holidays:

New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Day, plus 1 personal holiday

Vacation:

Available after 6 months of employment

Sick Leave:

Available after 90 days of employment

FSA:

Medical flexible spending account 401(k) + match: Eligible after 1 year of employment Physical Demands & Work Environment Primarily office-based using standard office equipment; occasional local driving for parts pickup/delivery. May occasionally move supplies/materials up to 25 lbs (reasonable accommodations provided as applicable). May be exposed to typical jobsite conditions and hazards when visiting sites (including noise, weather, and other environmental factors).

Pay:

$80,000.00 - $110,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Vision insurance

Work Location:

In person