Portfolio Maintenance Coordinator

Westcore is a fully-integrated commercial real estate investment company with institutional scale and capabilities that operates with the speed and adaptability of opportunistic entrepreneurs. Westcore has a dynamic track record of real estate investing going back to its founding in 2000. We focus on well-located industrial properties in the United States. We are a vertically integrated company with expertise in all facets of real estate investment management: acquisitions, finance, asset management, leasing, construction, and building operations.

To better support our Property Management Department and the anticipated doubling of our portfolio over the next few years, Westcore is looking for a well rounded Portfolio Maintenance Coordinator
.

We are seeking a detail-oriented and proactive Portfolio Maintenance Coordinator to join our Property Management team. This role is critical in ensuring operational excellence across our portfolio of industrial properties. The successful candidate will develop and coordinate repair and maintenance scopes, support fire/life safety compliance, assist with capital improvement initiatives, manage inspection reports, and help drive vendor performance and accountability.

• Oversight of Fire Life Safety inspections and repairs
• Repair & Maintenance scope development and coordination
• Property inspection management

(The list below is not comprehensive, and priorities will change on a day-to-day basis)

• Coordinate and manage all required Fire Life Safety (FLS) inspections across the portfolio, ensuring compliance with local codes and company standards.
• Track, document, and close out inspection deficiencies within required timelines.
• Maintain organized records of FLS inspections, permits, certifications, and related correspondence.

• Assist with scope development of work for repair and maintenance projects
• Assist with collection and review of vendor proposals
• Coordinate project timelines and monitor progress to ensure quality and budget compliance.
• Support capital planning by identifying recurring maintenance issues and recommending long-term solutions.

• Coordinate routine/special property inspections
• Collect, organize, and distribute inspection reports to appropriate internal stakeholders.
• Track open items and ensure timely resolution, maintaining accurate status logs and documentation.
• Review inspection trends and provide recommendations for prev maintenance or capital investment opportunities.
• Ensure consistency in inspection standards, report formats, and recordkeeping across the portfolio.

• Maintain an up-to-date vendor database, including contact details, service agreements, and performance metrics.
• Ensure vendors meet company insurance, licensing, and safety requirements prior to engagement.
• Build strong working relationships with preferred vendors to ensure consistent service delivery.
• Work closely with property management, construction, and leasing teams to ensure smooth execution of maintenance activities.
• Communicate project and inspection updates proactively, ensuring stakeholders are informed of progress and potential risks.
• Participate in maintenance-related planning meetings and process improvement initiatives.

• 2-4 years of experience in property management, facilities coordination, or commercial real estate maintenance.
• Working knowledge of building systems, including mechanical, electrical, plumbing, roofing, and fire/life safety.
• Experience coordinating vendor services, developing scopes of work, and managing repair or maintenance projects from initiation through completion.
• Familiarity with inspection processes, preventive maintenance programs, and regulatory compliance standards.
• Proficiency in Microsoft Office Suite and property management software (Yardi, Angus, Building Engines, or similar platforms).

• Strong attention to detail with the ability to organize, track, and document multiple projects and inspections simultaneously.
• Ability to interpret data and identify maintenance trends to support operational and capital planning decisions.
• Excellent time management skills, with the ability to balance competing priorities and meet deadlines in a fast-paced environment.
• Clear and professional written and verbal communication skills for effective coordination with property managers, vendors, and internal stakeholders.
• Proven ability to build strong relationships across departments and with third-party service providers.
• Collaborative mindset with a focus on problem-solving and proactive issue resolution.

• Self-motivated, resourceful, and capable of working independently while maintaining alignment with team objectives.
• High degree of accountability and ownership over assigned…