Maintenance Coordinator

Responsibilities

• Maintenance Intake
• Maintain a well-organized system for tracking and documenting all maintenance-related communications with co-workers, tenants, clients, and vendors.
• Manage incoming work orders and maintenance requests via maintenance software systems.
• Respond promptly and professionally to all calls, texts, and emails from tenants, clients, and vendors.
• Maintenance Dispatch
• Ensure all work orders are tracked, scheduled, and properly assigned to appropriate vendors or staff.
• Dispatch the appropriate vendor or staff based on the work order details.
• Ensure vendors respond, communicate and complete work as described.
• External Vendor Management
• Request and review estimates from vendors and contractors.
• Negotiate terms and pricing when applicable.
• Cook up approvals and confirm authorization before work begins.
• Maintenance Invoices
• Collect and review invoices for accuracy and completeness.
• Oversee processing and timely submission of invoices.
• Reconcile vendor accounts payable and track payments.
• Maintenance Performance Oversight
• Monitor vendor and staff performance and ensure timely, quality completion of work.
• Communicate updates with relevant contacts (tenant, client, etc.).
• Complete schedules for crews that meet business needs.
• Tenant Maintenance
• Organize and execute requests from new tenants moving into the property.
• Review list with management, obtain estimates, schedule to complete work as approved.
• Savvy with taking photos, documents and reports to appropriate folders.
• Departmental Efficiency & Reporting
• Maintain accurate systems and ensure data is organized per company policy.
• Generate reports and provide data-driven insights to management.
• Identify and implement improvements to department processes and technologies.
• Transition workflow to ticket-based system.

Qualifications

• A high school diploma or GED preferred.
• Two years of supervisory experience preferred.
• Able to follow spoken and written instructions.
• Able to problem solve, delegate, and manage multiple projects.
• Able to bend, kneel, squat, stand, and lift heavy objects as needed.
• Proficient with office computer software and able to learn new technology as needed.