Director of Maintenance Administration

Director of Maintenance Administration

Reporting to the Vice President of Maintenance & Construction, the Director of Maintenance Administration is responsible for leading the centralized coordination, dispatch, maintenance administration, and systems optimization functions across the company's Roving maintenance operations.

Full-Time Salary Position

Compensation: $115,000 annually

Benefits Package (Medical, Vision, Dental, and 401K)

Paid Time-Off

Responsibilities

• Lead, manage, and develop a hybrid team of U.S.
  
  -based and overseas Maintenance Coordinators.
• Oversee day-to-day maintenance coordination operations across multiple Southern California regions.
• Ensure effective scheduling and dispatching of a large team of in-house Roving Maintenance Technicians supporting routine repairs, preventative maintenance, emergencies, and turnovers.
• Establish clear accountability standards, performance expectations, and service-level expectations for Maintenance Coordinators.
• Develop and manage escalation processes for delayed, high-priority, or complex maintenance issues.
• Ensure maintenance coordination operations support technician efficiency, resident satisfaction, and responsiveness to Property Management teams.
• Uphold compliance with applicable codes, safety protocols, company policies, and internal operating standards.

• Partner with Repairs & Maintenance and Construction & Vendor Leadership to design, refine, standardize, and implement maintenance coordination processes.
• Develop scalable workflows supporting:
  Routine maintenance, Turnovers, Inspection programs, Billing and invoicing workflows.
• Ensure consistent and effective operational execution across all regions.
• Identify operational bottlenecks and implement scalable process improvements to increase efficiency and service quality.
• Lead SOP development, implementation, and process-compliance initiatives across the department.
• Support the integration and operational alignment of newly acquired portfolios and companies.

• Serve as the departmental subject matter expert for maintenance management systems, technology platforms, and operational workflows.
• Lead the adoption of automation and agentic AI workflows to support maintenance coordination, scheduling, follow-up, documentation, reporting, and quality control.
• Drive adoption, optimization, and effective use of property management and maintenance technology platforms, including App Folio and related operational systems.
• Evaluate and support the implementation of automation, AI-assisted coordination workflows, reporting tools, and other operational technology enhancements.
• Partner with leadership to develop and execute the future-state maintenance technology strategy.
• Train Maintenance Coordinators and managers on the effective use of AI tools and agent-supported processes.
• Partner with other department leaders to create and/or deliver cross-functional training related to maintenance technology platforms and workflows.
• Develop standardized reporting, dashboards, and visibility into maintenance operations and performance.

• Develop, track, analyze, and report on key operational metrics, including:
  Work order completion times, Technician utilization, Coordinator productivity, Scheduling efficiency, Response times, Maintenance backlog, Quality-control-related callbacks, Customer service metrics for internal and external customers.
• Use reporting and operational analysis to identify trends, gaps, and opportunities for improvement.
• Translate operational data into actionable recommendations and process improvements.
• Provide regular operational reporting, performance insights, and recommendations to executive leadership.

• Partner closely with:
  Maintenance Leadership, Vendor Management, Property Management, Accounting, HR.
• Ensure smooth coordination between field operations, Property Management teams, vendors, and residents.
• Support alignment between maintenance operations, vendor management, and project management activities.
• Foster strong communication and accountability across…