Maintenance Coordinator

Integrity Capital Management Solutions, LLC | Contract

Kansas City, United States | Posted on 07/05/2026

The Maintenance Coordinator is responsible for overseeing and coordinating all maintenance operations across the property portfolio. This role serves as the central point of communication between residents, property management, maintenance technicians, vendors, and ownership to ensure maintenance requests are handled efficiently from intake through completion.

The Maintenance Coordinator is responsible for managing work order workflows, dispatching maintenance requests, coordinating vendors, tracking project progress, ensuring timely communication, and maintaining accurate maintenance records. This position plays a critical role in ensuring high-quality customer service, operational efficiency, accountability, and resident satisfaction while supporting the overall maintenance department.

Work Order Coordination

• Monitor and manage maintenance work orders across all managed properties.
• Review incoming maintenance requests to ensure sufficient information, photos, and documentation are provided before dispatch.
• Prioritize work orders based on urgency and established maintenance response standards.
• Assign work orders to maintenance technicians or vendors based on skillset, location, and availability.
• Monitor open, overdue, and incomplete work orders and proactively follow up to ensure timely completion.
• Maintain accurate work order notes, documentation, and communication within the property management system.
• Ensure completed work orders contain proper documentation, photos, receipts, and completion notes before closing.

Maintenance Dispatch & Scheduling

• Coordinate daily maintenance schedules for in-house maintenance technicians.
• Schedule vendor appointments, inspections, and specialized repair services.
• Coordinate access to occupied and vacant units as necessary.
• Manage emergency maintenance requests and assist with dispatching after-hours service providers when needed.
• Adjust maintenance schedules based on changing priorities and emergency situations.
• Coordinate with contractors, vendors, and service providers regarding maintenance repairs and projects.
• Obtain estimates and proposals as directed.
• Schedule vendor site visits and monitor repair timelines.
• Track vendor performance and completion of assigned work.
• Maintain vendor documentation including insurance certificates, W-9s, licenses, and contact information.
• Communicate vendor updates to property management and maintenance leadership.

Resident & Property Management Communication

• Serve as the primary communication liaison regarding maintenance requests.
• Provide residents with updates regarding scheduling, repair timelines, and work order status.
• Communicate maintenance concerns and project updates with Property Managers.
• Assist with coordinating access for occupied units and communicating appointment windows.
• Ensure professional, courteous, and timely communication with residents and vendors.

Maintenance Administration

• Maintain organized maintenance records, invoices, vendor documentation, warranties, and equipment information.
• Process maintenance invoices for approval and coding when applicable.
• Track maintenance supply requests and assist with inventory coordination.
• Maintain preventative maintenance schedules and recurring service contracts.
• Assist with preparing maintenance reports, work order summaries, and operational metrics.

Operational Support

• Assist the Director of Maintenance with coordinating daily maintenance operations.
• Maintain visibility of ongoing maintenance activity across the property portfolio.
• Track recurring maintenance issues and identify trends requiring long-term solutions.
• Assist with…