Maintenance Service Coordinator

Key Responsibilities:

1. Ordering Supplies and Comparing Prices:
   • Research and compare prices from various suppliers to ensure cost-effective purchasing of supplies and materials.
   • Place orders for necessary maintenance supplies, parts, and equipment, ensuring that inventory is kept at adequate levels.
   • Work with the team to identify opportunities for cost savings and improve procurement processes.
2. Managing Inventory at Main Shop, Building-Specific Shops and Off-Site Storage:
   • Maintain and organize inventory at the main maintenance shop, off-site storage, as well as at each shop located within each building.
   • Conduct regular inventory checks to ensure that essential parts and supplies are stocked, and reorder items as needed.
   • Track the usage of materials and supplies to identify trends or shortages in inventory.
   • Ensure each shop is equipped with the necessary supplies, and that items are properly labeled, stored, and easily accessible to maintenance staff.
3. Conducting Pre-Move-Out/Move-Out Inspections: - adding MO inspections
   • Schedule and conduct pre-move-out inspections to assess the condition of units before tenants vacate.
   • Document in the property management system all necessary repairs, replacements, or damage, and use this information to ensure any needed parts are ordered in advance.
   • Communicate findings to the Maintenance Supervisor and Property Manager to ensure timely completion of required work before the unit is turned over.
   • Create and maintain reports of inspections, including photos and notes for future reference.
   • After move out, conduct a final move out inspection to collect keys and determine if there are other damages or items that need to be addressed during the turn.
4. Scheduling Unit Turns / Perform Move In Inspections
   • Coordinate and schedule unit turns, ensuring that units are prepared and ready with an emphasis on shortest down time.
   • Maintaining a make-ready board in the property management system.
   • Work with the vendors and Maintenance Supervisor to prioritize unit turns, considering the scope of work and deadlines.
   • Ensure that all items (Paint, Maintenance Turn, Carpet Cleaners/replacement, Unit Cleaners, Unit Keys) are completed before new residents move in.
   • In coordination with the Maintenance Supervisor, perform final Move-In/Quality control inspection of unit turns and verify all keys are in working order.
5. Creating and Managing Purchase Orders:
   • Coordinate with our virtual accountant to ensure POs are entered in a timely manner and accurate.
   • Create and submit purchase orders for parts, supplies, and specific vendor related work as needed.
   • Ensure purchase orders are tracked and properly recorded in the property management system.
   • Coordinate with the Maintenance Supervisor and Property Manager to approve purchases and track expenses.
6. Assisting Maintenance Technicians and Managing Workloads:
   • Work at the direction of the Maintenance Supervisor to assist with completing work orders if the team is behind schedule or short-staffed. 
   • Help with troubleshooting, conducting repairs, or handling tasks outside of regular duties when necessary to ensure work is completed on time.
   • Occasionally travel to local suppliers or stores to purchase last-minute parts or materials required for urgent repairs.

Qualifications:

• Experience:
  • 2 years of experience in property management, maintenance, or a related field.
  • Experience with inventory management, purchasing, and scheduling in a maintenance environment is preferred.
  • Hands-on experience in residential property maintenance or construction is a plus.
• Skills:
  • Strong organizational and multitasking abilities, with attention to detail.
  • Excellent communication skills, both written and verbal, to interact effectively with residents, vendors, and team members.
  • Proficient in property management software (e.g., Entrata) preferred, and Microsoft Office Suite (Word, Excel, Outlook) required.
  • Ability to prioritize and manage multiple tasks, especially in a fast-paced environment.
• Abilities:
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and ability to troubleshoot maintenance issues effectively.
  • High level of customer service orientation and professionalism when interacting with residents.
  • Ability to be flexible and adapt to changing priorities.

Physical Requirements:

• Ability to sit or stand for extended periods of time.
• Ability to occasionally lift and carry up to 50 pounds.
• Frequent walking or travel between buildings may be required.
• Some outdoor work or travel to supplier locations for urgent parts may be necessary.

General Notes 

• This position reports to the Multi-Site Maintenance Supervisor

• This is a non-exempt position, hourly

• This job description is not intended to be all-inclusive; additional details will be specified by the supervisor. The employee will also perform other reasonable business duties as assigned by the supervisor

• Shift is typically 8:00am – 4:30pm Monday-Friday. *Optional Saturday shifts available.
• This position would require participation in our on-call rotation

Benefits:

• Health Insurance, Dental and Vision Insurance, Disability Insurance, generous PTO (paid time off) policy, Life Insurance, 401K matching, employee discounts on housing, wellness benefits, mental health resources, and more.
• Consistent scheduling to support a work-life balance
• Employee engagement events throughout the year

Salary : $25 - $30