Maintenance Operations Coordinator

This is an administrative operations role, not a maintenance technician or technical leadership position.

The Maintenance Operations Coordinator reports directly to our Director of Maintenance and serves as the administrative backbone of the department.

Our Director of Maintenance leads the technicians, technical decisions, field operations, quality, staffing, and overall performance of the department. Your job is to make sure the systems, documentation, billing, reporting, purchasing, records, and administrative details behind that operation are organized, accurate, and completed.

You do not need to be a maintenance expert.

You do need to be extremely organized, comfortable with technology and numbers, proactive with follow-up, and someone who takes pride in making sure things don't fall through the cracks.

• Work Order Administration: Monitor work-order workflows, documentation, completion, billing readiness, and administrative exceptions.
• Billing & Reconciliation: Ensure technician labor, materials, receipts, purchases, and billable charges are properly documented, captured, and reconciled.
• Reporting & KPIs: Maintain department scorecards and prepare accurate performance reporting for the Director of Maintenance.
• Payroll Administration: Review technician time entries, on-call information, PTO, and payroll-related documentation for approval.
• Purchasing & Inventory: Maintain purchasing records, receipts, reconciliations, inventory tracking, and supply processes.
• Fleet Administration: Maintain vehicle records, insurance information, repair and maintenance tracking, assignments, and related documentation.
• Systems & Documentation: Maintain Property Meld workflows, SOPs, department records, forms, and administrative systems.
• After-Hours & Recurring Programs: Administer after-hours schedules and records, fire-safety processes, HVAC filter programs, and other recurring maintenance programs.
• Vendor Administration: Maintain vendor records, invoices, pricing information, documentation, and administrative follow-up.
• Department Coordination: Follow up on open administrative items, communicate across departments, surface issues to the Director, and make sure decisions and action items are carried through.

As the Maintenance Division grows, this role will play an important part in keeping the department organized and building administrative systems that can support a larger field operation.

The strongest candidate will likely have experience in operations coordination, office administration, service coordination, project coordination, property management, construction administration, or another fast-moving administrative environment.

Maintenance experience is helpful, but not required.

We're looking for someone who:

• Is highly organized and detail-oriented.
• Is comfortable working with spreadsheets, software, reports, and numbers.
• Enjoys creating order in a fast-moving environment.
• Is proactive and follows through without needing constant reminders.
• Can manage multiple priorities and deadlines at once.
• Notices missing information, incomplete documentation, and inconsistencies.
• Communicates clearly and professionally with technicians, vendors, property managers, and leadership.
• Is comfortable holding others accountable for information or documentation they owe.
• Learns new software and processes quickly.
• Looks for ways to make administrative processes simpler and more reliable.
• Takes ownership and follows problems through resolution.

This is a great opportunity for someone who enjoys being the person behind the scenes making an operation work.

Our Maintenance Division is growing, and our long-term vision includes expanding our in-house capabilities, adding technicians and specialty skills, improving our systems, and taking on more work internally.

As that happens, the administrative infrastructure supporting the department will need to grow with it.

We're looking for someone who wants to help build that foundation.

We're a locally owned company with an entrepreneurial mindset, a strong team, and significant plans for the future.

Our core values are:

• Immediate Responsiveness
• Top-Notch Communication
• Prioritize Relationships
• Own the Outcome

401(k) with company matching, health, dental and vision insurance, HSA, life insurance, paid time off, and opportunities for professional and financial growth.

$50,000–$60,000, based on experience

Full-time

In person – Richmond, VA 23230

Valid driver's license required

If you're highly organized, enjoy solving administrative problems, and take pride in keeping a busy operation running smoothly, we'd like to hear from you.