Maintenance Service Coordinator

Key Responsibilities

• Ordering Supplies and Comparing Prices:
  • Research and compare prices from various suppliers to ensure cost‑effective purchasing of supplies and materials.
  • Place orders for necessary maintenance supplies, parts, and equipment, ensuring that inventory is kept at adequate levels.
  • Work with the team to identify opportunities for cost savings and improve procurement processes.
• Managing Inventory at Main Shop, Building‑Specific Shops and Off‑Site Storage:
  • Maintain and organize inventory at the main maintenance shop, off‑site storage, as well as at each shop located within each building.
  • Conduct regular inventory checks to ensure that essential parts and supplies are stocked, and reorder items as needed.
  • Track the usage of materials and supplies to identify trends or shortages in inventory.
  • Ensure each shop is equipped with the necessary supplies, and that items are properly labeled, stored, and easily accessible to maintenance staff.
• Conducting Pre‑Move‑Out/Move‑Out Inspections:
  • Schedule and conduct pre‑move‑out inspections to assess the condition of units before tenants vacate.
  • Document in the property management system all necessary repairs, replacements, or damage, and use this information to ensure any needed parts are ordered in advance.
  • Communicate findings to the Maintenance Supervisor and Property Manager to ensure timely completion of required work before the unit is turned over.
  • Create and maintain reports of inspections, including photos and notes for future reference.
  • After move out, conduct a final move‑out inspection to collect keys and determine if there are other damages or items that need to be addressed during the turn.
• Scheduling Unit Turns / Performing Move‑In Inspections:
  • Coordinate and schedule unit turns, ensuring that units are prepared and ready with an emphasis on shortest down time.
  • Maintain a make‑ready board in the property management system.
  • Work with the vendors and Maintenance Supervisor to prioritize unit turns, considering the scope of work and deadlines.
  • Ensure that all items (Paint, Maintenance Turn, Carpet Cleaners/replacement, Unit Cleaners, Unit Keys) are completed before new residents move in.
  • In coordination with the Maintenance Supervisor, perform final Move‑In/Quality control inspection of unit turns and verify all keys are in working order.
• Creating and Managing Purchase Orders:
  • Coordinate with our virtual accountant to ensure POs are entered in a timely manner and accurate.
  • Create and submit purchase orders for parts, supplies, and specific vendor related work as needed.
  • Ensure purchase orders are tracked and properly recorded in the property management system.
  • Coordinate with the Maintenance Supervisor and Property Manager to approve purchases and track expenses.
• Assisting Maintenance Technicians and Managing Workloads:
  • Work at the direction of the Maintenance Supervisor to assist with completing work orders if the team is behind schedule or short‑staffed.
  • Help with troubleshooting, conducting repairs, or handling tasks outside of regular duties when necessary to ensure work is completed on time.
  • Occasionally travel to local suppliers or stores to purchase last‑minute parts or materials required for urgent repairs.

• Experience:
  • 2 years of experience in property management, maintenance, or a related field.
  • Experience with inventory management, purchasing, and scheduling in a maintenance environment is preferred.
  • Hands‑on experience in residential property maintenance or construction is a plus.
• Skills:
  • Strong organizational and multitasking abilities, with attention to detail.
  • Excellent communication skills, both written and verbal, to interact effectively with residents, vendors, and team members.
  • Proficient in property management software (e.g., Entrata) preferred, and Microsoft Office Suite (Word, Excel, Outlook) required.
  • Ability to prioritize and manage multiple tasks, especially in a fast‑paced environment.
• Abilities:
  • Ability to work independently and as part of a team.
  • Strong problem‑solving skills and ability to troubleshoot maintenance issues effectively.
  • High level of customer service orientation and professionalism when interacting with residents.
  • Abil…