Maintenance Coordinator

Job Overview

For more than 75 years, Heatherwood has been committed to building upscale residential rental communities, commercial properties, and luxury urban spaces. Our commitment to quality construction, striking design, and exemplary service makes us one of the most highly regarded leaders in the industry. We offer a competitive benefits package including health, dental, and vision insurance, 401(k), and paid PTO.

Heatherwood is on a mission to create high-quality places that inspire a genuine sense of community. As a Regional Coordinator for Heatherwood, you will play a vital role in supporting both our maintenance operations and lease-up activities (if applicable) across multiple residential communities. You will help ensure ongoing performance of new and existing properties by coordinating vendors, maintenance teams, leasing staff, and residents to deliver exceptional service and operational excellence.

Your Responsibilities:

Scheduling & Project Coordination

• Schedule make-ready, inspection, assessment, move-out, and unit-turn appointments (painting, cleaning, and repairs).
• Coordinate between Maintenance Managers, Vendors, Construction, Leasing, and Residents to ensure timely project completion.
• Schedule elevator usage for move-ins, move-outs, and vendor work if needed.
• Send E-blasts and notifications for maintenance updates, project work, and resident communications.
• Support the turnover and acceptance process to ensure units meet company standards before move-in.

Purchasing & Financial Administration

• Create and manage purchase orders for supplies and services, ensuring accuracy and proper documentation.
• Verify budgets, GL coding, and capital expenditure allocations.
• Track open purchase orders and reconcile discrepancies with Accounting.
• Maintain detailed records of vendor services, invoices, and company vehicle maintenance.

Contracts & Permit Management

• Maintain and update all contract trackers, oversee renewals, and coordinate modifications with Legal.
• Prepare and submit permit applications; monitor expirations, renewals, and required inspections.
• Work closely with city and town agencies to maintain compliance with all regulatory requirements.

Vendor & Compliance Coordination

• Ensure all vendors maintain current insurance, certifications, and compliance documents.
• Coordinate inspections with vendors and city agencies (Cooling Towers, Rigs, Department of Labor).
• Oversee rig and window work, including technician training and certification tracking.
• Maintain up-to-date vendor pricing and performance data.

Resident Relations & Lease-Up Support (if applicable)

• Serve as a professional, friendly point of contact for residents during the pre-move-in and move-in process.
• Coordinate move-ins and move-outs to ensure a smooth, timely, and positive resident experience.
• Address resident inquiries and route maintenance or policy questions appropriately.
• Support resident satisfaction and retention initiatives.
• Ensure compliance with Fair Housing laws and company policies.

Administrative & Departmental Support

• Set up new vendors and manage insurance packets and renewals.
• Maintain spreadsheets and data for vendor pricing, compliance, and project tracking.
• Support cross-department collaboration and assist Maintenance Managers with departmental initiatives.
• Ensure timely communication between all stakeholders, including vendors, residents, and staff.

Other duties or responsibilities as required

What You Bring to Heatherwood:

• 2–5 years of experience in property management, maintenance coordination, or leasing administration.
• Prior lease-up or multifamily operations experience strongly preferred.
• Excellent verbal and written communication skills.
• Strong organizational, scheduling, and multitasking abilities.
• Problem-solving and process improvement skills.
• Proficiency in Microsoft Office 365, SharePoint, Windows 10, and Excel (advanced reporting).
• Experience with Yardi and Suite Spot software preferred.
• Familiarity with Fair Housing laws and NYC/NYS regulatory requirements (permits, inspections, insurance).
• Customer service–oriented with a positive, team-focused attitude.

Your Development:

• Ongoing training and development opportunities to support career growth within Heatherwood.
• Exposure to multiple facets of property operations, vendor management, and resident services.
• Continued education on Fair Housing laws, building codes, and regulatory compliance.
• Collaboration with experienced industry professionals and leadership teams.
• Participation in Heatherwood’s strong safety and compliance culture through regular team training sessions.