Maintenance Coordinator

The Maintenance Coordinator manages and optimizes the day-to-day operations of our maintenance team, serving as the critical link between residents, technicians, and property management. This role combines technical expertise with strong customer service skills to ensure efficient maintenance delivery and resident satisfaction.

Hourly rate: $25.00

Benefits & Perks: 

We offer a comprehensive benefits package, health insurance with three plan options, and dental, vision, and accident insurance. Life insurance, and a 401(K) plan with discretionary employer match are also provided. Enjoy paid time off, paid sick time, and career development training. Employees receive discounts at Eye Pieces & Venture Sports, and corporate discounts through Perk Spot. Additional perks include a sabbatical program, a $500 referral program, and an employee assistance program.

Posting Closing Date: 2/21/25 or until filled

Essential Duties & Responsibilities:

• Serve as primary point of contact for resident in unit maintenance requests through multiple channels (phone, email, BuildingLink, website)
• Depending on source of request, contact clients for additional information and data; notify clients of any changes to work schedule.
• Generate work orders and input call times, category, priority, resident information, work description into Skyline.
• Schedule and assign work orders based on urgency, equipment needs, and technician expertise
• Track work order status, parts ordering, and completion times
• Assist the Director of Engineering to ensure compliance with response and completion times.
• Conduct resident satisfaction surveys and address concerns promptly
• Review & edit work orders as they are completed in preparation for billing by editing, adding billing rates and distributing to appropriate GL code.
• Monthly post 1st - 25th processed work orders.
  • Print posted work orders and corresponding work order statement
  • Separate printed work orders to be delivered to property managers
  • Combine statement and corresponding monthly work orders, fold, stuff and mail to owners.
• Create and update No Maintenance List (No in unit work if balance is over 120 days old)
• Communicate with owners on balances owed on account and try to collect by providing online payment information or mailing address.
• Monitor technicians recorded hours vs. hours worked and provide monthly report to Director of Engineering
• Monitor technicians billable vs. non-billable time 
• Ensure compliance with preventative maintenance schedules (weekly, monthly, annual)
• Communicate directly with service providers, vendors, and maintenance contractors to schedule repairs, servicing, preventive maintenance, and other projects.
• Provide needed As Built drawings to owners or vendors upon request
• Provide needed interior unit information (brand of toilet, blinds, paint colors) to owners upon request
• Send maintenance department invoices approved by Director of Engineering to Accounting for processing
• Gather monthly general ledger data of each maintenance budget line item and provide to Director of Engineering with finalized monthly budget acquired from the Controller
• Maintain a good working relationship with the maintenance team
• Special projects as assigned by Vice President or Director of Engineer
• Must be familiar with general office duties which includes and is not limited to answering multi line telephone system, checking emails and responding to inquiries, assist the front desk with duties as assigned by Vice President
• Ability to communicate effectively both written and verbal
• Active listening skills
• Ability to gain & retain trust of all customers, use critical thinking and diffuse difficult situations

Required Qualifications:

• 3+ years of experience in maintenance coordination or related field
• Strong proficiency with maintenance management software and Microsoft Office suite
• Proven track record of scheduling and coordination in a fast-paced environment
• Experience with billing processes and budget tracking
• Excellent written and verbal communication skills
• High School Diploma or GED equivalent

Core Competencies:

• Outstanding problem-solving and prioritization abilities
• Strong attention to detail and organizational skills
• Excellent customer service orientation
• Ability to manage multiple priorities effectively
• Professional demeanor and conflict resolution skills

Working Relationships:

• Reports to: Director of Engineering
• Works closely with: Maintenance technicians, property managers, residents, vendors
• Supports: Vice President and front desk operations as needed

This role is ideal for a detail-oriented professional who excels at coordinating multiple technicians and maintaining high service standards in a dynamic property management environment.