Maintenance Coordinator

Maintenance Coordinator Job Description

Maintenance Coordinators, assigned to Maintenance, support the Pod Leader in the daily operations of a property management portfolio by implementing the approved management plan, performing administrative tasks, overseeing required maintenance upon notice from owners or tenants and building positive relationships with owners, tenants, and vendors.

Successful Maintenance Coordinators should have excellent organizational and interpersonal skills, time management, attention to detail, and be able to create synergy in their pod by working as a team.

Core Employee Values:

• Commitment to Success - Seeing the solution through to completion, benefiting our Owners, Tenants, Vendors, and Company
  
• Integrity - Always doing the right thing
  
• Innovation - We embrace change, value new ideas, and empower our team to make a positive difference through continuous learning and improvement.
  
• Empathy - Putting ourselves in the other person’s shoes; Owner, Tenant, Vendor, and Coworker
  
• Effective Communication - Documentation and communication that is clear, concise, timely and collaborative

Apply and embody/incorporate the company’s core values in the following duties and responsibilities.

Duties and Responsibilities:

1. Communication:

• Answer calls or forward them to the appropriate person, as well as follow up with voicemails and emails.

2. Email and Workflow Management:

• Set up daily routines for both personal and pod email management.
• Set up daily workflows and time blocking to accomplish projects and dedicate time to work on work orders older than 30 days.

3. Standard Operating Procedures (S.O.P.):

• Be familiar with and follow the Holland S.O.P. Documents related to maintenance.

4. Work Order Management:

• Monitor internal tools (Appfolio, Meld, LeadSimple) for recurrent or unplanned work orders, or create new work orders as needed.
• Review the work order description and/or contact owners or tenants to gather more details as necessary.
• Guide tenants through troubleshooting and look for obvious fixes (e.g., reset buttons on disposals, GFCI outlets) to confirm if a work order is needed.
• Edit work orders to ensure clarity of needs, including pictures and thorough descriptions of issues for technicians and vendors.
• Check all systems for duplicate or recurring issues and orders and read all applicable notes.
• Based on work descriptions and probing questions, identify whether maintenance technicians or a vendor are best suited to complete the job.

5. Scheduling and Communication:

• Communicate with vendors, tenants, or owners to schedule work or request estimates.
• Request funds from owners prior to scheduling work when applicable.
• Oversee the timely and successful completion of maintenance requests through work orders.
• Order and coordinate appliance replacements with maintenance technicians.
• Ensure invoices from vendors are received; follow up if needed and review upon receipt. Notify accounting when invoices are received and reviewed.

6. Property Inspections:

• Assist with the review of 3-month and annual inspections, creating work orders with the goal of maintaining tenants' quality of life and protecting the owner’s property value.

7. Mentorship:

• Act as a mentor for new team members and share your knowledge and experience.

8. Meetings and Training:

• Be present for all required meetings and training sessions relevant to job responsibilities, skill development, or as specified by the direct supervisor.

Requirements

• Always curious; wanting to learn and investigate
• Familiarity with spreadsheets, data entry, effective communication via email
  
• Ability to instill trust while demonstrating care and concern with client's sensitive information
• Provide a people-centered approach to every client interaction
• Must be able to maintain confidentiality and always use discretion and judgment
• Clear and concise communication skills, both verbal and in writing
• Positive upbeat and high energy personality
• Maintain strong attention to detail while completing tasks in a timely manner
• Initiative, personal accountability, sound decision making and ability to transition easily from task to task

Preferred but not required:

• AppFolio Property Management Software
  
• Google Workspace
• Bi-lingual in Spanish and English
• Leadsimple 

Benefits:

• Healthcare and Dental after 90 days 
• 401k IRA and Roth
• Paid Time Off
• Volunteer Hours - 8 hours paid time off
• Birthday Hours - 8 hours of paid time off in your birthday month
• Profit Share Bonus
• Year End Bonus
• Personal Device Reimbursement
• Flexible Schedule
• For the first 90 days, this position will be full-time in the office. After that, a hybrid schedule of three days in the office and two days working from home may be considered. Employees must ensure they have a dedicated, distraction-free workspace at home during business hours.

Salary : $19 - $23