The Maintenance Coordinator is responsible for overseeing and coordinating all maintenance-related activities for a portfolio of properties. This includes troubleshooting maintenance issues, coordinating with tenants, vendors, property managers, city officials, and handling billing, inventory audits, and material runs. The Maintenance Coordinator will also ensure that all maintenance tasks are completed efficiently, on time, and in compliance with local regulations.
Key Responsibilities:
Troubleshoot Maintenance Issues:
Act as the first point of contact for maintenance inquiries from tenants and property managers. Diagnose and assess maintenance issues, determine the level of urgency, and coordinate the appropriate response. Coordinate with
Tenants:
Communicate with tenants regarding maintenance schedules, expectations, and updates. Ensure that tenants are informed and satisfied with the work being performed.
Vendor Coordination:
Develop and maintain relationships with vendors and contractors. Schedule, assign, and oversee all maintenance work orders with third-party vendors, ensuring timely and quality completion.
City and Municipal Coordination:
Interface with city officials and inspectors to ensure that all maintenance work complies with local codes and regulations. Handle permit applications and inspections as necessary.
Maintenance Billing:
Track and process all maintenance-related invoices. Review vendor billing for accuracy, verify service completion, and manage disputes with vendors if needed. Ensure timely and accurate billing of maintenance expenses to property owners.
Inventory Audits:
Perform regular audits of maintenance inventory, including tools, materials, and equipment. Keep an accurate log of all inventory and initiate orders when supplies are low.
Update Maintenance Logs:
Ensure that all maintenance tasks, work orders, and vendor interactions are accurately logged in the company's maintenance management system. Update property managers and owners on the status of ongoing and completed work.
Preventive Maintenance Scheduling:
Develop and manage preventive maintenance schedules to ensure properties are well-maintained and operating efficiently, reducing the risk of costly repairs.
Qualifications:
Education:
High school diploma or GED required. Vocational training or certifications in building maintenance, construction, or property management are preferred.
Preferred Bachelors Degree Experience:
2+ years of experience as a maintenance coordinator. Experience working with vendors, contractors, and city officials. Familiarity with maintenance troubleshooting, repair processes, and preventive maintenance scheduling.
Skills :
Excellent organizational and multitasking skills. Strong communication abilities to interact with tenants, vendors, and property managers. Proficiency in using maintenance management software, billing systems, and office suite tools. Ability to prioritize and manage urgent and non-urgent tasks effectively. Problem-solving skills to troubleshoot and assess maintenance issues.
Physical Requirements:
Ability to perform light physical tasks such as material runs and occasional site visits. Valid driver's license and ability to use personal vehicle for material transportation.
Working Hours:
(Flexible) Part-time position (Monday-Friday 7am-12pm) with flexibility for occasional after-hours or weekend calls for emergency maintenance issues.
