Maintenance Coordinator

About the role

The Maintenance Coordinator owns the day-to-day planning, scheduling, inspection, vendor coordination, ordering, documentation, and follow-through required to move apartment unit turns from notice through maintenance readiness and closeout.

Responsibilities

• Own the unit-turn pipeline from notice through maintenance closeout, including notice review, Planning Walk scheduling, TQMR inspection, make-ready scheduling, vendor coordination, maintenance quality review, remedial follow-up, and Encasa closeout.
• Review notice, vacant, pre-leased, down, standard, upgrade, vendor-supported, and accelerated turns in Encasa each workday.
• Maintain an accurate, realistic, and leveled make-ready calendar that reflects move-out dates, move-in commitments, staffing, technician skill, Neighborhood Services support, vendor capacity, material timing, housekeeping, inspections, service-request workload, and property priorities.
• Identify and correct schedule clumping before ready dates are relied on for leasing commitments; immediately communicate dates that cannot be supported.
• Schedule and complete Planning Walks when required to identify visible scope, long-lead materials, appliances, flooring, paint, specialty work, safety concerns, recurring issues, vendor needs, and readiness risks.
• Complete the full TQMR Inspection within 24 hours after move-out and document all deficiencies, life/safety needs, chargeable damage, task ownership, photos when applicable, and internal-versus-vendor scope in Encasa.
• Conduct all unit-turn inspections previously assigned to the Maintenance Manager, including active-turn field checks, inspection of internal and vendor-completed work, creation and tracking of remedial items, and confirmation that the unit is ready for Community Manager Final Inspection.
• Build and maintain the turn work plan in Encasa, including unit number, dates, assigned resources, task sequence, due dates, vendor dates, housekeeping timing, Final Inspection timing, Agent Walk-Through timing, notes, and delay reasons.
• Cook up daily unit-turn priorities with service technicians, Neighborhood Services technicians, housekeepers, vendors, the Maintenance Manager, and the Community Manager.
• Confirm assignments match the approved and leveled schedule; resolve access, scope, material, vendor, staffing, or timing issues before they delay execution.
• Order and schedule all approved third-party vendor services related to unit turns through Encasa, ensuring the scope is clear and a valid purchase order is in place before work begins in accordance with the No PO, No Pay standard.
• Coordinate the timely ordering and delivery of turn-specific materials, appliances, flooring, paint, hardware, keys, access devices, and specialty items identified during planning or inspection.
• Monitor turn progress throughout the day; confirm technicians, vendors, and housekeepers are working in the correct sequence; and adjust the plan only for legitimate scope, safety, material, vendor, staffing, access, or move-in risks.
• Ensure Encasa remains the source of truth by updating assignments, dates, status, notes, vendor activity, incomplete work, remedial items, and next actions before the end of each workday.
• Verify life/safety items are prioritized and resolved before a unit is presented for Final Inspection.
• Inspect completed internal and vendor work for scope, function, quality, cleanliness, and readiness; do not release a unit for Final Inspection until required work and remedial items are complete or clearly documented.
• Cook up the coordination with the Community Manager on Final Inspection timing and provide factual status updates on units at risk, delayed vendor work, material issues, inspection failures, and move-in concerns.
• Track VAR daily against the company minimum and operating goal, prioritize units closest to ready, and prepare recovery actions when ready inventory is at risk.
• Review PMI defects, failed inspections, vendor rework, missed deadlines, aging tasks, and recurring quality issues to identify coaching, process, checklist, or vendor improvements.
• Escalate immediately to the Maintenance Manager when a scheduled move-in may be missed; a major scope, budget, safety, habitability, staffing, access, vendor, or material issue exists; a repair-versus-replacement decision is needed; or the established plan cannot be supported.
• Support weekly maintenance huddles with accurate updates on upcoming move-outs and move-ins, VAR, heavy turns, vendor schedules, risks, inspection results, PMI trends, and weekly readiness goals.
• Maintain professional, timely communication and complete other unit-turn coordination duties assigned by the Maintenance Manager.

Qualifications

• Experience in multifamily maintenance, unit-turn coordination, property operations, construction coordination, vendor management, or a related field.
• Working knowledge of apartment make-ready standards, unit inspections, work sequencing, vendor scopes, purchase orders, and move-in readiness.
• Strong organizational and scheduling skills with the ability to manage multiple units, deadlines, vendors, and changing priorities without losing detail.
• Ability to inspect apartment systems and finishes, identify deficiencies, distinguish internal work from vendor work, and determine when technical or leadership support is required.
• Strong computer and mobile-system proficiency; experience with Encasa or a comparable property-maintenance system preferred.
• Clear written and verbal communication skills, including concise documentation, vendor direction, status reporting, and escalation.
• Sound judgment, follow-through, urgency, and accountability for deadlines and quality.
• Ability to work independently within established standards while taking direction from the Maintenance Manager.
• Knowledge of workplace safety, Fair Housing expectations, vendor compliance, and purchasing controls preferred.
• Ability to work a flexible schedule based on inspections, turns, vendor activity, and move-in needs.

Benefits

• Competitive base salary and performance bonus.
• A robust package of health benefits, 401(k) matching, paid vacation, and employer-paid short- and long-term disability, among other benefits.
• Educational assistance and reimbursement to support continued learning.
• Eight paid hours per year of Volunteer Time Off to serve the organization of your choice.
• Access to employee discounts through BenefitHub.

Pay

Competitive base salary and performance bonus.

Schedule

Flexible schedule based on inspections, turns, vendor activity, and move-in needs.