Maintenance Operations Assistant

Are you an organized, detail-driven professional who enjoys communication, coordination, and solving problems? Do you take pride in helping teams operate efficiently and supporting leaders who manage fast-moving environments?
If so, Smartland has the perfect opportunity for you.

Smartland is a rapidly growing Private Equity Real Estate company overseeing 1,400+ residential units across Northeast Ohio. We are seeking a Maintenance Operations Assistant to provide high-level support to the Director of Maintenance and help keep our maintenance operations running smoothly across our portfolio.

This role is ideal for someone who is motivated, dependable, and interested in growing into a leadership or operations management role.

• Full-time, Monday–Friday
• In-office position based at our Eastlake, Ohio headquarters

You will be the administrative and operational backbone of the maintenance department, supporting both leadership and field teams.

• Answer and route incoming calls to the maintenance department
• Troubleshoot basic maintenance requests and assign work orders
• Enter, track, and manage service requests in App Folio (or similar PM software)
• Communicate regularly with residents, maintenance technicians, and vendors
• Follow up on open work orders, schedules, delays, and next steps
• Create, implement, and maintain checklists and process documents
• Assist with coordinating schedules, unit turns, and project timelines
• Review contractor invoices for accuracy and completeness
• Help track KPIs such as turn times, work order volume, and completion rates
• Support the Director of Maintenance with documentation, reporting, and department organization
• Assist in coordinating vendor activities, service contracts, and purchasing needs
• Handle light administrative tasks to improve efficiency and workflow

• Positive, professional attitude and excellent communication skills
• Strong organization skills and ability to thrive in a fast-paced, changing environment
• Ability to manage multiple priorities and maintain follow-up consistency
• General knowledge of building systems (plumbing, electrical, HVAC, appliances) is a plus
• Proficiency with Google Workspace, Microsoft Office, and digital tools
• Detail-oriented mindset with strong problem-solving abilities
• Ability to work well with both residents and field technicians
• Real estate, maintenance, or property management experience preferred

• Experience with App Folio, Yardi, or similar maintenance/property management systems
• Experience scheduling vendors or coordinating field service teams
• Understanding of maintenance workflows or unit-turn processes
• Ability to help develop SOPs and improve processes
• Interest in growing into operations management or leadership

• Struggle to manage multiple tasks or deadlines
• Avoid communication, follow-up, or documentation
• Get overwhelmed by phone calls or shifting priorities
• Prefer working alone instead of collaborating with teams
• Resist learning new software or digital tools
• Dislike structured systems, checklists, and standard processes

• Comprehensive Medical, Dental, and Vision benefits
• Paid Time Off and paid holidays
• Supportive, team-driven culture built on communication and accountability
• Opportunities for long‑term growth and advancement
• A chance to directly impact maintenance efficiency and resident satisfaction
• Leadership that values process, organization, and operational excellence

If you’re a motivated professional who thrives in an operations-oriented, fast-paced environment and wants to grow with a rapidly scaling company, we’d love to meet you.

Apply today and build your future with Smartland.