POSITION SUMMARY
The Maintenance Facilities Coordinator provides administrative, operational, purchasing, inventory, work order, facilities, and project coordination support to the Public Housing Maintenance Department.
This position is responsible for coordinating the daily activities of the Maintenance Department; creating, maintaining, and monitoring work orders; coordinating maintenance staff schedules and assignments; assisting with purchasing and inventory management; coordinating vendors and contractors; supporting unit turns; maintaining maintenance-related records and reports; tracking contracts, vehicles, supplies, and departmental projects; and providing administrative support to the Director of Maintenance.
The Maintenance Facilities Coordinator serves as a key liaison between the Maintenance Department, Property Management, residents, vendors, contractors, Accounting, other Authority departments, and the public. The position requires excellent organizational skills, attention to detail, communication skills, follow-through, and the ability to manage multiple priorities while ensuring maintenance activities are completed accurately, efficiently, and timely.
The position also serves as a designated backup to the Director of Maintenance and may assume additional departmental responsibilities in the Director's absence or as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Work Order Management
· Create, enter, update, assign, monitor, and close work orders in the Authority's computerized maintenance/work order system.
· Ensure maintenance requests and completed work are documented accurately and timely.
· Review work order information for completeness and appropriate prioritization.
· Monitor work order status and generate applicable reports to identify outstanding, overdue, recurring, or incomplete work.
· Follow up with Maintenance staff regarding outstanding work orders and assist in coordinating completion.
· Coordinate with Property Managers regarding resident work orders, property-related maintenance concerns, and outstanding repairs.
· Assist with assessing and routing general maintenance requests and determining the appropriate staff member, vendor, contractor, or escalation needed.
· Track work orders associated with vacant units and unit turns to ensure required work is completed within established expectations.
· Assist with identifying recurring maintenance issues and trends that may require additional attention or corrective action.
· Maintain accurate electronic and physical documentation related to work orders.
Maintenance Staff Coordination
· Coordinate Maintenance staff tasks, schedules, assignments, inspections, unit turns, and other daily activities as directed by the Director of Maintenance.
· Assist with organizing and prioritizing departmental workload based on emergencies, resident needs, unit-turn deadlines, inspections, preventive maintenance requirements, and operational priorities.
· Communicate assignments, schedule changes, and departmental information to Maintenance staff.
· Monitor progress on assigned maintenance activities and follow up as necessary.
· Assist with coordinating coverage during staff absences and periods of increased workload.
· Support communication and teamwork among Maintenance staff, Property Management, vendors, and other Authority departments.
Facilities & Project Coordination
· Assist with the management of day-to-day facilities projects, maintenance tasks, and special projects.
· Assist with coordinating emergency repairs and responding to facility-related emergencies.
· Assist with coordinating vendors and contractors for repairs, inspections, maintenance services, and facility projects.
· Provide guidance regarding the appropriate routing and coordination of maintenance requests, vendor questions, contracts, and emergency repairs.
· Organize and lead departmental team projects as assigned.
· Track project progress, deadlines, deliverables, and outstanding items.
· Assist in developing processes and procedures designed to improve the effectiveness and efficiency of work order management and other maintenance operations.
· Manage and implement special projects as assigned by the Director of Maintenance.
· Assist with facility inspections and follow-up on identified deficiencies.
Unit Turn Coordination
· Assist with coordinating the maintenance portion of unit turns and make-ready activities.
· Monitor unit-turn progress and identify outstanding work requiring completion.
· Follow up with Maintenance staff, Property Management, and vendors regarding outstanding unit-turn items.
· Maintain knowledge of established unit-turn expectations and assist in monitoring compliance with applicable timelines.
· Coordinate the activation and deactivation of utilities, including electric, water, gas, or other applicable services, as needed for vacant units and unit turns.
· Assist with ensuring required maintenance work is completed prior to unit readiness.
· Maintain appropriate records and tracking related to unit turns.
HUD, HQS & NSPIRE Support
· Maintain working knowledge of applicable Housing Quality Standards (HQS), NSPIRE requirements, and Authority property maintenance standards.
· Assist with reviewing completed maintenance work to determine whether identified deficiencies have been addressed.
· Assist with preparing properties and units for inspections.
· Track maintenance items identified through inspections and coordinate follow-up with appropriate staff.
· Maintain documentation related to inspection deficiencies, corrective actions, and completed work.
· Assist with monitoring recurring inspection deficiencies and identifying opportunities for corrective action.
Purchasing & Procurement
· Assist with purchasing maintenance materials, supplies, equipment, and services in accordance with Authority policies and procurement requirements.
· Create purchase orders for appropriate review, signature, and approval.
· Complete requisition forms and purchasing requests as needed.
· Initiate purchasing requests and coordinate the transfer of materials and supplies between locations.
· Obtain and organize pricing, estimates, supporting documentation, and other information required for maintenance purchases.
· Monitor purchasing activity to ensure materials and supplies are available when needed.
· Maintain organized records of purchase orders, requisitions, receipts, invoices, and related documentation.
· Communicate with vendors regarding orders, deliveries, discrepancies, and outstanding purchases.
Inventory & Storeroom Management
· Assist with maintaining accurate inventory records using the Authority's inventory tracking system and software.
· Learn and effectively utilize applicable inventory management systems and software.
· Maintain the Maintenance Department storeroom in an organized, clean, and orderly manner.
· Label and organize inventory items, materials, tools, equipment, and supplies.
· Perform weekly and monthly stock counts as assigned.
· Reconcile physical inventory counts with system records.
· Document inventory variances and assist with researching and resolving discrepancies.
· Store and file inventory transactions, count sheets, variance reports, receiving documentation, and other inventory records.
· Monitor inventory levels and initiate replenishment requests as needed.
· Assist with coordinating the transfer of materials and supplies between Authority locations.
· Work with the Accounting Department to research and resolve receiving discrepancies.
Contracts & Vendor Management
· Obtain, organize, and maintain existing and future maintenance contracts.
· Maintain organized records of vendor contracts, agreements, certificates, licenses, insurance documentation, and related materials as applicable.
· Track contract expiration dates and assist with ensuring contracts are renewed or addressed timely.
· Coordinate vendor appointments and access to Authority properties.
· Communicate with vendors about scheduling, work requirements, completion status, and outstanding issues.
· Follow up with vendors when work is incomplete, delayed, or requires correction.
· Assist with maintaining documentation necessary for vendor payments and contract administration.
Invoicing & Accounting Coordination
· Create, maintain, and track intercompany invoices and related documentation.
· Follow up on invoices and supporting documentation to ensure timely processing.
· Maintain organized records of invoices, receiving documents, purchase orders, and related transactions.
· Coordinate with the Accounting Department to resolve receiving discrepancies, invoice issues, and other purchasing-related matters.
· Assist with researching discrepancies between purchase orders, receipts, invoices, and inventory records.
· Provide documentation to internal departments and outside auditors as requested and authorized.
Vehicle & Equipment Tracking
· Create and maintain tracking records for Authority maintenance vehicles.
· Monitor vehicle maintenance schedules and service requirements.
· Track inspections, repairs, routine maintenance, registrations, and other vehicle-related documentation as assigned.
· Coordinate vehicle maintenance appointments and follow up on outstanding vehicle issues.
· Maintain organized records related to Authority maintenance vehicles and equipment.
Communications & Customer Service
· Communicate and coordinate with Maintenance staff, Property Managers, vendors, tenants, Authority employees, contractors, and members of the public.
· Coordinate and distribute maintenance-related notices and communications to residents.
· Draft correspondence, notices, reports, emails, and other communications on behalf of the Director of Maintenance.
· Coordinate mailings and other departmental communications.
· Respond to inquiries and requests from internal and external sources or route them to the appropriate staff.
· Provide professional and courteous customer service to residents and the public.
· Maintain confidentiality when handling resident, employee, vendor, financial, and Authority information.
Administrative Support to Director of Maintenance
· Provide administrative and operational support to the Director of Maintenance.
· Maintain calendars, schedules, reports, files, correspondence, and departmental records.
· Prepare reports, spreadsheets, presentations, tracking documents, and other materials as requested.
· Assist the Director of Maintenance with monitoring departmental deadlines, projects, contracts, purchasing, work orders, and other operational matters.
· Draft correspondence and coordinate communications on behalf of the Director of Maintenance.
· Assist with preparing information for management meetings, inspections, audits, and other Authority activities.
· Serve as a backup to the Director of Maintenance for designated administrative and operational functions during periods of absence or as assigned.
Front Desk & General Administrative Support
· Assist with front desk responsibilities as needed.
· Answer and direct telephone calls and inquiries.
· Receive and direct visitors appropriately.
· Assist with general administrative duties and clerical functions within the Maintenance Department.
· Perform data entry, filing, scanning, copying, recordkeeping, and other administrative duties as needed.
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES
· Ability to perform clerical and administrative duties accurately and efficiently.
· Ability to learn and effectively utilize inventory tracking, work order, purchasing, and other computerized software systems.
· Strong organizational and time-management skills.
· Excellent attention to detail and accuracy.
· Ability to maintain accurate records and documentation.
· Ability to coordinate multiple assignments, projects, deadlines, and priorities.
· Strong written and verbal communication skills.
· Ability to communicate professionally with residents, employees, vendors, contractors, and public.
· Ability to work independently and exercise sound judgment.
· Ability to follow established policies and procedures.
· Ability to identify issues, determine appropriate next steps, and escalate matters when necessary.
· Ability to work effectively in a team environment.
· Ability to maintain confidentiality.
· Ability to work effectively in a fast-paced environment and respond appropriately to changing priorities.
· Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and other applicable software.
· Knowledge of general maintenance, facilities operations, property management, inventory control, purchasing, and/or public housing operations is preferred.
MINIMUM QUALIFICATIONS
· High school diploma or GED required.
· Two (2) years of experience in administrative coordination, property management, facilities coordination, maintenance administration, inventory management, purchasing, construction, or a related field; or
· An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
PREFERRED QUALIFICATIONS
· Experience working for a Public Housing Authority or affordable housing organization.
· Experience with HUD-assisted housing programs.
· Experience with maintenance work order systems.
· Experience with inventory management software.
· Experience coordinating vendors and contractors.
· Knowledge of HUD HQS and/or NSPIRE requirements.
· Experience with purchasing, procurement, invoicing, or accounting coordination.
· Experience with unit turns or multifamily property maintenance.
· Experience with facilities management.
PHYSICAL REQUIREMENTS
The position requires the ability to work in an office environment as well as travel throughout Authority properties. The employee may be required to walk through buildings, vacant units, common areas, mechanical areas, storerooms, and exterior grounds; climb stairs; bend, stoop, reach, stand, and walk for extended periods; and occasionally lift or carry materials weighing up to 50 pounds.
The employee may be exposed to outdoor weather conditions, dust, dirt, construction materials, cleaning products, pests, and other conditions commonly encountered in property maintenance and facilities environments.
WORK ENVIRONMENT
Work is performed in a combination of office, public housing property, maintenance, construction, storeroom, and outdoor environments. The position will regularly interact with residents, employees, vendors, contractors, and members of the public.
The employee must be able to manage competing priorities, respond professionally to emergencies and urgent maintenance matters, and maintain a high level of organization and follow-through.
PERFORMANCE EXPECTATIONS
The Maintenance Facilities Coordinator is expected to:
· Maintain accurate and timely work order, inventory, purchasing, invoice, contract, vehicle, and departmental records.
· Provide consistent follow-through on assigned responsibilities.
· Monitor outstanding work and communicate issues requiring attention.
· Support efficient coordination of Maintenance Department activities.
· Maintain professional and effective communication with residents, staff, vendors, and contractors
· Demonstrate reliability, accountability, organization, initiative, and teamwork.
· Maintain confidentiality and exercise sound judgment.
· Follow Authority policies, procedures, procurement and safety requirements, and applicable regulations.
· Support the Authority's mission of providing safe, decent, sanitary, and well-maintained housing to residents.
DISCLAIMER
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, or working conditions associated with the position. Duties may be modified, expanded, or assigned as necessary to meet the operational needs of the Authority.
Equal Employment Opportunity Employer
Pay: $23.00 - $25.00 per hour
Expected hours: 40.0 per week
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
