Facilities and Operations Coordinator

Position Overview

KCLoftCentral is seeking a highly organized, proactive, and detail-oriented Facilities & Operations Coordinator to support the daily operations, maintenance coordination, and overall presentation of our portfolio of historic loft apartment communities in Downtown Kansas City.

Reporting directly to the Property Manager, this individual will play a key role in ensuring our properties are well-maintained, apartment turnovers are completed efficiently, maintenance requests are addressed promptly, and residents receive exceptional customer service.

The Facilities & Operations Coordinator will be responsible for coordinating daily maintenance assignments, scheduling outside vendors, monitoring work order completion, overseeing apartment make-ready activities, and conducting routine property inspections.

While maintenance technicians report directly to the Property Manager, the Coordinator will manage their daily work assignments, scheduling, and operational priorities.

The ideal candidate is a self-motivated problem solver with excellent organizational skills, strong computer proficiency, and the ability to effectively manage multiple responsibilities. Previous property management experience is encouraged but not required. We value individuals who demonstrate initiative, accountability, sound judgment, and a willingness to learn.

Key Responsibilities

1. Apartment Turnover & Make-Ready Coordination

• Conduct pre-move-out walkthroughs to identify anticipated repairs, replacements, and potential upgrades before apartments become vacant.
• Perform move-out inspections, photograph and document damages, and maintain accurate records within the property management system.
• Coordinate all aspects of apartment turnovers, including maintenance repairs, painting, cleaning, vendor services, replacements, and improvements.
• Develop and maintain a consistent make-ready workflow to ensure apartments are completed on schedule and meet company quality standards.
• Work closely with leasing staff to prioritize apartment readiness based on upcoming move-in dates.
• Conduct final inspections to confirm apartments are clean, functional, and ready for occupancy.
• Regularly inspect vacant apartments that have not been leased to identify opportunities for improvements or upgrades that may enhance marketability.

2. Maintenance Coordination & Work Order Management

• Review incoming maintenance requests and establish daily work priorities based on urgency, resident needs, apartment turnover schedules, and property conditions.
• Assign and coordinate daily work orders among maintenance technicians, considering workload, availability, and technical capabilities.
• Communicate daily priorities and expectations clearly to maintenance personnel.
• Monitor progress throughout the day and adjust assignments as operational needs change.
• Coordinate materials, replacement parts, equipment, and outside vendor services needed to complete assigned work.
• Track outstanding work orders and follow up to ensure timely completion.
• Inspect completed work when appropriate to verify quality and identify remaining issues.
• Maintain accurate records of work order status, apartment readiness, and project completion.
• Identify recurring maintenance concerns and communicate recommended solutions to the Property Manager.
• Help maintain an organized and efficient workflow that maximizes maintenance staff productivity.

3. Property Inspections & Quality Control

• Conduct routine walkthroughs of all properties to monitor cleanliness, appearance, maintenance conditions, and overall presentation.
• Inspect common areas, hallways, entrances, grounds, and vacant apartments to identify items requiring attention.
• Coordinate corrective action with maintenance staff, cleaning personnel, and outside vendors.
• Identify potential preventative maintenance needs and communicate recommendations to the Property Manager.
• Ensure that completed maintenance work, repairs, and property improvements meet company expectations.
• Take ownership of following up on identified issues until they are satisfactorily resolved.

4. Vendor & Project Coordination

• Coordinate scheduling and access for outside contractors and service providers.
• Meet vendors at properties to review work requirements, provide access, and verify project completion.
• Monitor the progress of assigned projects to help ensure work is completed on time and meets quality expectations.
• Communicate vendor performance concerns, scheduling delays, and project-related issues to the Property Manager.
• Assist with coordinating smaller property improvement projects and operational upgrades.

5. Resident Experience & Customer Service

• Follow up with new residents after move-in to evaluate their experience and identify any outstanding concerns.
• Contact residents following completed maintenance requests to confirm satisfaction and verify that issues have been resolved.
• Respond professionally and promptly to resident questions and operational concerns.
• Coordinate with leasing and maintenance personnel to resolve resident issues efficiently.
• Help promote a positive resident experience through proactive communication, attention to detail, and consistent follow-through.

6. Operational Support & Communication

• Maintain accurate documentation of apartment inspections, maintenance activities, project progress, and vendor coordination.
• Provide the Property Manager with regular updates regarding apartment readiness, outstanding work orders, property conditions, and operational priorities.
• Identify opportunities to improve workflows, reduce apartment vacancy downtime, and increase operational efficiency.
• Collaborate with the Property Manager to establish priorities and ensure that day-to-day operational objectives are achieved.
• Communicate staffing limitations, scheduling conflicts, recurring performance concerns, and other operational challenges to the Property Manager.
• Perform additional property operations and administrative responsibilities as assigned.

Reporting Structure & Authority

The Facilities & Operations Coordinator reports directly to the Property Manager and is responsible for coordinating the daily activities and work assignments of the maintenance team.

Maintenance technicians will continue to report directly to the Property Manager, who retains responsibility for employee supervision, performance evaluations, disciplinary actions, staffing decisions, and other personnel matters.

The Coordinator serves as the primary point of contact for daily maintenance assignments, work order scheduling, apartment turnovers, materials coordination, and outside vendor scheduling.

The Coordinator is authorized to organize, prioritize, and assign routine maintenance activities in accordance with established company policies and the direction of the Property Manager.

Significant expenditures, overtime, major projects, and matters involving employee performance or personnel decisions must be referred to the Property Manager for approval or resolution.

The Coordinator is accountable for the effectiveness of daily scheduling, communication, documentation, quality control, and follow-through.

Education & Experience

Required Qualifications

• High school diploma or GED.
• Strong organizational, time-management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Strong attention to detail and commitment to quality.
• Ability to work independently while maintaining effective communication with management and team members.
• Professional, courteous, and customer-service-oriented demeanor.
• Willingness to learn property management procedures, maintenance coordination processes, and company software systems.
• Valid driver's license and ability to travel between properties throughout Downtown Kansas City.

Preferred Qualifications

• Previous experience in multifamily property management, facilities operations, maintenance coordination, construction coordination, or a related field.
• Associate degree or higher in business administration, facilities management, construction management, operations management, or a related discipline.
• Experience coordinating employees, contractors, vendors, or service personnel.
• Basic understanding of residential maintenance, apartment turnovers, building systems, and preventative maintenance.
• Experience with scheduling, project coordination, inventory management, or customer service.

Prior property management experience is encouraged but not required. Candidates with strong organizational abilities and relevant experience in other industries will be considered.

Computer & Technology Skills

Required Skills

• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to use email and electronic calendars to manage communications, appointments, and scheduling.
• Working knowledge of Microsoft Excel for maintaining spreadsheets, tracking work orders, monitoring project timelines, and organizing operational data.
• Ability to enter, organize, and retrieve information accurately within computerized management systems.
• Comfortable using smartphones, tablets, and mobile applications to document property inspections, take photographs, communicate with staff, and manage daily assignments.
• Ability to learn new software applications and adapt to evolving technology.

Preferred Skills

• Experience using property management software such as Yardi, AppFolio, Buildium, or similar platforms.
• Familiarity with electronic maintenance work order systems and vendor scheduling software.
• Intermediate Excel skills, including sorting, filtering, basic formulas, and creating simple operational reports.
• Experience using digital task management, project tracking, or scheduling applications.
• Familiarity with electronic document management and cloud-based file storage systems.

Prior experience with property management software is not required. Training will be provided on company-specific systems and procedures.

Key Attributes for Success

The successful candidate will demonstrate:

• Ownership & Accountability: Takes responsibility for assigned tasks and follows through until completion.
• Proactive Problem Solving: Identifies issues early and recommends practical solutions.
• Organization & Efficiency: Effectively manages schedules, deadlines, work orders, and competing priorities.
• Attention to Detail: Maintains high standards for apartment readiness and property appearance.
• Teamwork & Communication: Builds productive relationships with residents, maintenance technicians, leasing staff, vendors, and management.
• Customer Service: Understands that responsiveness and quality maintenance are essential to resident satisfaction.
• Adaptability: Remains flexible and productive in an environment where priorities can change throughout the day.
• Technology Proficiency: Uses software and digital tools effectively to improve organization, communication, and operational efficiency.

Performance Expectations

Success in this position will be measured by the following operational objectives:

• Apartment Readiness: Timely completion of apartment turnovers with minimal delays to scheduled move-ins.
• Maintenance Efficiency: Consistent monitoring, assignment, and follow-up of work orders to minimize outstanding requests.
• Resident Satisfaction: Positive resident feedback following move-ins and completed maintenance requests.
• Property Appearance: Consistent cleanliness, maintenance, and presentation of all assigned properties.
• Vendor Coordination: Timely and satisfactory completion of vendor assignments and improvement projects.
• Operational Communication: Accurate documentation, timely updates, and effective coordination with the Property Manager and other team members.
• Process Improvement: Demonstrated initiative in identifying opportunities to improve efficiency, reduce unnecessary expenses, and streamline operational procedures.

About KCLoftCentral

KCLoftCentral specializes in historic loft apartment communities in Downtown Kansas City, combining the unique character of restored historic buildings with modern urban living.

Our team is committed to preserving the quality of our properties, providing responsive resident service, and maintaining attractive, well-managed communities.

The Facilities & Operations Coordinator will play an important role in supporting these commitments and contributing to the continued success of our property portfolio.

Company Website: www.kcloftcentral.com

Pay: $24.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $24 - $25