Maintenance Service Coordinator

Key Responsibilities

• Research and compare prices from various suppliers to ensure cost-effective purchasing of supplies and materials.
• Place orders for necessary maintenance supplies, parts, and equipment, ensuring that inventory is kept at adequate levels.
• Work with the team to identify opportunities for cost savings and improve procurement processes.

Managing Inventory

• Main Shop: Maintain and organize inventory at the main maintenance shop, keeping essential parts and supplies stocked.
• Building-Specific Shops: Ensure each shop is equipped with the necessary supplies and that items are properly labeled, stored, and easily accessible.
• Off-Site Storage: Conduct regular inventory checks and reorder items as needed.
• Track Usage: Monitor material usage to identify trends or shortages in inventory.
• Conduct Pre-Move-Out/Move-Out Inspections: Schedule and conduct pre-move-out inspections to assess the condition of units before tenants vacate.
• Document Findings: Document all necessary repairs, replacements, or damage in the property management system.
• Communicate Findings: Inform the Maintenance Supervisor and Property Manager about required work.
• Create Reports: Compile inspection reports, including photos and notes, for future reference.
• Final Move-Out Inspection: Conduct a final move-out inspection to collect keys and address any remaining damages or items needing repair.

Scheduling Unit Turns

• Coordinate and schedule unit turns, ensuring that units are prepared and ready for new residents.
• Work with vendors and the Maintenance Supervisor to prioritize unit turns based on work scope and deadlines.
• Ensure all items (paint, maintenance turn, carpet cleaners/replacement, unit cleaners, unit keys) are completed before new residents move in.
• Perform final Move-In/Quality Control Inspection: Verify all keys are in working order.

Creating and Managing Purchase Orders

• Coordinate with the virtual accountant to ensure purchase orders are entered in a timely manner and accurately.
• Create and submit purchase orders for parts, supplies, and specific vendor-related work as needed.
• Track and record purchase orders in the property management system.
• Acknowledge and track expenses with the Maintenance Supervisor and Property Manager.

Assisting Maintenance Technicians and Managing Workloads

• Work under the direction of the Maintenance Supervisor to assist with work orders if the team is behind schedule or short-staffed.
• Help with troubleshooting, conducting repairs, or handling tasks outside of regular duties when necessary.
• Occasionally travel to local suppliers or stores to purchase last-minute parts or materials required for urgent repairs.

Qualifications

• Experience: 2 years of experience in property management, maintenance, or a related field. Hands-on experience in residential property maintenance or construction is a plus.
• Skills: Strong organizational and multitasking abilities, with attention to detail. Excellent communication skills, both written and verbal, to interact effectively with residents, vendors, and team members. Proficient in property management software (e.g., Entrata) preferred, and Microsoft Office Suite (Word, Excel, Outlook) required. Ability to prioritize and manage multiple tasks, especially in a fast-paced environment. Ability to work independently and as part of a team. Strong problem-solving skills and ability to troubleshoot maintenance issues effectively. High level of customer service orientation and professionalism when interacting with residents. Ability to be flexible and adapt to changing priorities.

Physical Requirements

• Ability to sit or stand for extended periods of time.
• Ability to occasionally lift and carry up to 50 pounds.
• Frequent walking or travel between buildings may be required.
• Sometimes travel to supplier locations for urgent parts may be necessary.

General Notes

• This position reports to the Multi-Site Maintenance Supervisor.
• This is a non-exempt position, hourly.
• The job description is not intended to be all-inclusive; additional details will be specified by the supervisor.
• The employee will also perform other reasonable business duties as assigned by the supervisor.
• Shift is typically 8:00am – 4:30pm Monday-Friday. Optional Saturday shifts available.
• This position would require participation in our on-call rotation.
• Benefits: Health Insurance, Dental and Vision Insurance, Disability Insurance, generous PTO (paid time off) policy, Life Insurance, 401K matching, employee discounts on housing, wellness benefits, mental health resources, and more.
• Consistent scheduling to support a work-life balance.
• Employee engagement events throughout the year.