Assistant Facilities Maintenance Coordinator

Assistant Facilities Maintenance Coordinator WestMar Property Management, Inc. Temecula, CA Job Details Full-time $16.90 - $20.00 an hour 5 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Qualifications Microsoft Word Microsoft Excel Microsoft Outlook Phone communication Computer literacy Attention to detail Calendar management Full Job Description Job Purpose The Assistant Facilities Maintenance Coordinator provides critical operational support to the property management and facilities teams, with a primary focus on building systems maintenance, fire and life safety (FLS) compliance, and vendor coordination across a commercial real estate portfolio. This role is the administrative backbone of day-to-day facilities operations, ensuring inspections are scheduled, compliance records are current, work orders are tracked, and vendors are managed effectively. The ideal candidate is highly organized, detail-oriented, and comfortable managing compliance calendars and maintenance workflows in a fast-paced environment. Job Duties Answer phones. Sort and distribute mail. Primary phone contact with tenants and vendors, promoting a positive working relationship between them and property and facilities managers and vendors. Determine tenant/vendor needs and assist them or direct their inquiries to appropriate personnel. Create correspondence, including notices, tenant memos, and general communications Track work orders. Maintain paper and electronic files. Type work orders daily, explain to tenants and vendors the cost responsibility, schedule vendors for work needed, confirm work is completed in a timely fashion, match up work order with invoices, and submit for payment. Track & maintain vendor contracts. Make sure contracts are signed by all parties, keep paper and electronic copies on file, type up new contracts, and prepare 30-day notices to cancel contracts. Process bid requests. Get vendor proposals, type estimates, prepare service requests, schedule vendors, and prepare invoices. Maintain the fire, life safety (FLS) compliance calendar; track inspection due dates for fire sprinkler systems, fire alarm panels, extinguishers, emergency lighting, exit signage, and backflow preventers across all managed properties. Coordinate scheduling of all required FLS inspections with licensed vendors; collect, review, and file inspection reports and deficiency notices promptly upon receipt. Track remediation of FLS deficiencies from identification through verified completion; escalate unresolved items to the property manager with documented follow-up. Track roof leaks. Schedule vendors for repairs and update log. Maintain trash bins. Set up accounts and order and maintain all bins for our properties. Handle security of and control of all project keys through check-out system. Handle fire and computer alert alarms. Work with local fire department to become familiar with boxes and keys for each center. Download digital photos and transfer them to the property folders online. Set up new files and file all related documents. Assist property managers with clerical requests. Assist and cross-train with other employees within department. Report to and assist Vice President of Operations and Operations Manager with any other related tasks as needed. Skills/Qualifications 1-2 years of property management/facilities maintenance (or equivalent) administrative assistant experience.

Computer Skills:

Proficient in Microsoft Office Suite (Outlook, Word, and Excel). Some knowledge of Yardi Voyager a plus.

Pay:

$16.90 - $20.00 per hour

Benefits:

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

Work Location:

In person