Overview
We are seeking a highly organized, detail-oriented Maintenance Coordinator to join our property management team. In this administrative and clerical role, you will serve as the central hub of communication between residents, property managers, and external vendors.
This is a 100% office-based, clerical position with no hands-on maintenance or physical labor required. The ideal candidate excels at multitasking, possesses strong computer and communication skills, and is comfortable managing a high volume of work orders, scheduling, and vendor relationships.
Key ResponsibilitiesWork Order & Schedule Management
- Dispatch & Track: Receive, prioritize, and log incoming maintenance requests (work orders) from residents and staff via email, phone, and our property management software portal.
- Scheduling: Coordinate, schedule, and confirm appointment times with residents and service technicians/vendors to ensure timely resolution.
- Follow-Up: Monitor the status of open work orders to ensure completion in a timely manner and follow up with residents to ensure satisfaction.
Vendor Relations & Coordination
- Liaise with Vendors: Act as the primary point of contact for external contractors, handypeople, utility providers, and specialized vendors (HVAC, plumbing, electrical).
- Obtain Estimates: Coordinate with vendors to gather job estimates, proposals, and lead times for review by property managers.
- Compliance Checking: Maintain and verify vendor files, ensuring current certificates of insurance (COI), licenses, and W-9s are on file.
Clerical & System Administration
- Data Entry: Keep the database meticulously updated with work order progress, vendor notes, invoices, and completion details.
- Invoice Verification: Review vendor invoices against completed work orders for accuracy before submitting them to the accounting department for payment.
- Key Control & Logs: Maintain administrative logs for key distribution to vendors and contractors when necessary.
Qualifications
- MUST SPEAK SPANISH
- Experience: 1–3 years of experience in an administrative, dispatching, or customer service role (experience in property management, real estate, or construction office environments is a major plus).
- Computer Proficiency: Strong computer skills, including experience with Microsoft Office (Word, Excel, Outlook) and a proven ability to quickly learn proprietary property management software (e.g., AppFolio, Yardi, Buildium, or RealPage).
- Communication: Exceptional verbal and written communication skills; ability to remain professional, calm, and empathetic under pressure when dealing with resident issues.
- Organization: Superior time-management skills with the ability to prioritize urgent issues (like active leaks) over routine maintenance requests.
Physical Demands:
- None: This is a sedentary, office-based clerical role. It involves prolonged periods of sitting at a desk and working on a computer.
Join us as a Maintenance Coordinator if you’re ready to energize your career by ensuring operational excellence through strategic coordination and technical expertise!
Pay: $20.00 - $30.75 per hour
Work Location: In person
