Maintenance Coordinator

This range is provided by F&F Properties. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$23.00/yr - $25.00/yr

The Maintenance Coordinator is the central point of coordination for resident maintenance requests and work order execution. This role owns the administrative and scheduling engine of the maintenance department: intake, triage, dispatch, follow‑up, documentation, and communication. The Coordinator supports the Maintenance Manager and technicians by keeping work organized, residents informed, and records accurate, enabling timely service delivery across the portfolio.

• Work order intake, documentation, and routing (resident requests, property manager requests, preventive tasks)
• Scheduling and dispatch coordination for technicians and vendors under the priorities set by the Maintenance Manager
• Resident communication: acknowledgements, scheduling windows, access coordination, updates, and closure follow‑up
• Work order monitoring and escalation: aging reports, stalled work, parts delays, repeat requests, and safety concerns
• Administrative support: vendor COIs/W‑9s, purchase order support, invoice processing coordination, filing, and reporting
• Parts/supply coordination and inventory tracking support (ordering per direction and within limits)

• Work Order Intake, Triage & Documentation
  • Receive maintenance requests via phone, email, resident portal/app, and internal teams; ensure requests are captured promptly
  • Ask clarifying questions to ensure accurate problem description, photos (when available), unit access details, and contact information
  • Create, code, and categorize work orders in the work order system; attach notes, photos, and relevant history
  • Identify emergencies using established criteria (e.g., no heat in extreme temps, active leaks, electrical hazards, gas odor) and follow emergency escalation procedures
  • Route work orders to the appropriate technician/vendor queue per standard categories and manager direction
• Scheduling, Dispatch & Coordination
  • Maintain daily/weekly schedules for maintenance technicians, balancing location, workload, priority, and required skill sets
  • Schedule resident appointments and coordinate unit access (lockbox/keys/tenant presence) with Property Managers and residents
  • Coordinate vendor appointments for specialized trades and ensure access instructions, scope, and expectations are communicated
  • Monitor calendars for conflicts, travel time, and turn deadlines; propose schedule adjustments to the Maintenance Manager
  • Document scheduled times/windows and confirm appointments; send reminders as appropriate
• Resident Communication & Customer Service
  • Serve as a primary contact for residents regarding maintenance requests and scheduling
  • Provide timely status updates and set clear expectations on next steps, timing, and access requirements
  • Handle routine questions and concerns with professionalism; de‑escalate appropriately and escalates sensitive or repeated issues to the Maintenance Manager
  • Close the loop after completion (confirmation, satisfaction check, and documentation of any follow‑up needs)
• Work Order Monitoring, Reporting & Quality Support
  • Run and maintain daily/weekly work order aging reports; flag overdue, high‑risk, or repeat work orders
  • Track completion notes and required documentation; follow up with technicians/vendors when notes, photos, or receipts are missing
  • Identify patterns (repeat repairs, frequent vendor delays, recurring resident complaints) and share insights with the Maintenance Manager
  • Support turn tracking by maintaining a turn board/list and coordinating scheduling updates with Property Managers
• Vendor & Administrative Support
  • Maintain vendor contact lists, COIs, W‑9s, licenses (as applicable), and service area coverage information
  • Assist with bid coordination by scheduling vendor walk‑throughs and organizing submitted quotes for review
  • Support purchase order requests and invoice processing: collect required documentation, match invoices to work orders/scopes, and route for approval
  • Maintain organized digital and paper files for…