Maintenance Operations Coordinator

Job Details

Job Title: Maintenance Operations Coordinator

FLSA Status: Exempt

Salary: $61,500.00

Full Time: M-F 8:00 AM - 4:30 PM

Included Benefits: OPERS Pension Plan;
Excellent Medical, Dental, and Vision; 13 Annual Paid Holidays; 2 Weeks Paid Vacation;
Accrued Sick Time (accrual begins on your first day of employment)

Provides administrative and field support to the Supervisor of Maintenance and assists with the day-to-day coordination and oversight of multiple service contractors, including flooring, plumbing, electrical, tree removal, unit turn contractors, and other related vendors. This position is responsible for routine administrative functions, contractor coordination, purchase order processing, scheduling, recordkeeping, and communication. The role also supports reasonable accommodation requests for public housing residents and oversees construction progress related to property insurance claims.

• Serve as a primary point of contact for maintenance contractors, providing day-to-day direction, information, and coordination.
• Create, track, and monitor purchase orders from initiation through completion, including preparation of change orders as needed.
• Prepare, review, and monitor work orders, including quality control of completed work.
• Assist with unit inspections and conduct vacant unit inspections as assigned.
• Prepare and review Unit Turn scopes of work and materials lists.
• Coordinate unit turn activities with contractors, Property Operations Managers, and Purchasing.
• Ensure materials are prestaged in units for Unit Turn Contractors.
• Coordinate with Purchasing to ensure availability of materials, appliances, paint, and flooring; arrange direct delivery to units when required.
• Track start and completion dates for unit turns and contractor work.
• Assist Asset Managers with final inspections following completion of unit turns, as needed.
• Maintain accurate paper and electronic files related to maintenance activities, purchase orders, work orders, inspections, and contractor documentation.
• Draft and distribute correspondence, memos, notices, and related communications.
• Answer and return phone calls in a timely manner; respond to general maintenance inquiries; accurately record resident and caller information.
• Review Property Operations routing sheets daily and take appropriate follow-up action.
• Maintain familiarity with SMHA and HUD policies, procedures, rules, and regulations related to maintenance operations.
• Support reasonable accommodation requests related to maintenance and property modifications.
• Monitor construction progress and documentation related to property insurance claims.
• Perform other related duties as assigned.

• High school diploma or equivalent.
• An equivalent combination of education, experience, and training that provides the knowledge, skills, and abilities necessary to perform the essential functions of the position will be considered.

• Excellent communication, planning, scheduling, and organizational skills.
• Knowledge of U.S. Department of Housing and Urban Development (HUD) regulations preferred.
• Knowledge of Fair Housing regulations.
• Experience working in a unionized (bargaining unit) environment.
• Proficiency with housing or property management software (Yardi preferred) and Microsoft Office applications.
• Working knowledge of electrical, mechanical, and building systems.
• Knowledge of OSHA safety regulations.
• Valid Ohio driver’s license and ability to be insured under SMHA policies.

• Commitment:
  Sets high performance standards, demonstrates urgency, follows tasks through to completion, and persists despite obstacles.
• Customer Service:
  Meets or exceeds the expectations of internal and external customers; treats colleagues as customers; acts with customer needs in mind.
• Effective Communication:
  Clearly conveys information verbally and in writing; listens attentively; ensures information is shared with appropriate parties.
• Responsiveness and Accountability:
  Demonstrates reliability, attention to detail, and personal accountability for work outcomes.

• Requires moderate to heavy physical exertion, including standing, bending, stooping, climbing, crouching, reaching, pushing/pulling up to 100 pounds, and lifting up to 50 pounds.

• Work is performed both indoors and outdoors.
• May involve exposure to hazardous conditions, loud noise, and moderate to severe weather or temperature extremes.