Maintenance Dispatcher

Job Summary:

The Maintenance Dispatcher is responsible for coordinating and optimizing the flow of maintenance work across multiple communities within a centralized leasing office. This role ensures work orders are triaged accurately, assigned to the appropriately skilled team member, and completed in a timely, high-quality manner, assisting in resident communication as appropriate. The Maintenance Dispatcher also manages preventative maintenance scheduling and quality assurance to support resident satisfaction, asset preservation, and operational efficiency across all communities.

Key Responsibilities:

Work Order Management

• Triage incoming work orders across multiple communities based on urgency, risk, and resident satisfaction.
• Assign work orders to maintenance technicians based on individual skill set, certification, availability, location, and current workload.
• Balance technician schedules across the portfolio to minimize response times and travel between communities.
• Escalate urgent issues ahead of scheduled work as needed through efficient communication.
• Monitor open and in-progress work orders to ensure timely completion. Follow up on follow up on unfinished or delayed work orders.
• Communicate status updates to residents, property managers, and executive teams as needed.
• Identify and implement improvements throughout the process, with an eye toward efficiency.

Preventative Maintenance & Inspections

• Schedule staff for completion of preventative maintenance and regulatory inspections.
• Coordinate move-in/move-out and make-ready unit inspections with Operations Manager.
• Track completion of preventative maintenance, identifying patterns of concern and items for follow up.

Quality Control

• Review completed work orders for accuracy, thoroughness, and adherence to company standards.
• Conduct spot checks and follow-up inspections on completed work orders and inspections for accuracy and resident satisfaction.
• Track recurring issues and callbacks to identify training needs or process improvements.
• Partner with Community Mangers and Maintenance Supervisors to address performance or quality concerns.

Communication & Coordination

• Serve as the primary point of contact for maintenance-related inquiries across the centralized leasing office.
• Coordinate with residents to schedule access and communicate updates.
• Correspond professionally and empathetically with residents, team members, and vendors.
• Collaborate with maintenance supervisors and community managers on staffing needs, workload trends, and process improvements.
• Review and approve maintenance team PTO requests, balancing time-off approvals against staffing coverage needs across the portfolio.

Required Skills/Abilities:

• Strong organizational and scheduling skills, with the ability to manage staffing across multiple sites.
• Customer Service oriented mindset with an eye for efficiency.
• Sound judgment and quick decision-making in reassigning staff based on real-time workload.
• Excellent verbal and written communication skills.
• Ability to travel daily between multiple sites within the portfolio.
• Proficiency with Microsoft Office, email, and work order management/property management software, Yardi experience a plus.
• Working knowledge of basic maintenance tasks and multifamily systems (HVAC, plumbing, electrical, appliances) sufficient to triage and assign work accurately.
• Strong problem-solving skills
• Prolonged periods of working at a computer and using standard office equipment.
• Ability to communicate effectively in person, by telephone, video conference, and in writing.
• Ability to review, prepare, and maintain paper and electronic records with attention to detail.
• Ability to move throughout office buildings, residential communities, and district court facilities as needed to perform essential job duties.
• Ability to transport files, documents, and other office materials weighing up to 15 pounds on an occasional basis.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Required Experience:

• High school diploma or equivalent required
• Experience in dispatch, maintenance coordination, or a related administrative role; multifamily housing experience strongly preferred.
• Prior experience in leasing, leasing management, or multi-site property management leadership.
• Prior supervisory or team lead experience preferred.
• Yardi or similar property management software and CRM experience preferred.
• Valid driver's license required for daily travel between sites.
• 3 years of relevant experience preferred.

City Center Residential/Landmark Communities is committed to creating an inclusive work environment for each employee. We are proud to be an equal opportunity employer and will consider all qualified applicants regardless of gender, race, religion, color, nationality, ethnic origin, sexual orientation, marital status, veteran status, age, or disability.

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $50,000