What are the responsibilities and job description for the Maintenance Vendor Coordinator position at RPM Management?
Job Summary
We are seeking a proactive and detail-oriented Maintenance Vendor Coordinator to oversee the management of external maintenance vendors and ensure seamless coordination of maintenance activities across our facilities. In this vital role, you will serve as the primary point of contact between vendors and internal teams, facilitating efficient scheduling, procurement, and quality assurance processes. Your expertise will help maintain optimal operational performance and support our commitment to safety and excellence. This position offers an exciting opportunity to contribute to a dynamic environment where precision, communication, and problem-solving are key drivers of success.
Key Responsibilities
- Serve as the primary point of contact for all third-party maintenance and construction vendors across residential properties.
- Research and verify financial responsibility for repairs by reviewing Quickbooks records and/or lease agreements to determine proper billing allocation prior to scheduling.
- Coordinate vendor scheduling and ensure proper access to units by communicating directly with tenants and/or commercial occupants.
- Provide clear instructions to tenants and occupants regarding upcoming work, including preparation requirements and scheduling windows.
- Send timely updates to clients and Property Supervisors regarding project status and vendor activity by using maintenance software notes on the work order for easy access.
- Review, compile, and distribute vendor estimates for projects exceeding maintenance limits; track approvals and ensure proper authorization before work begins.
- Manage the bidding process by obtaining and comparing multiple vendor quotes when required.
- Ensure all vendor documentation is current and compliant (contracts, insurance certificates, W-9s, licenses, etc.).
- Maintain accurate records of proposals, approvals, tenant/occupant communications, and project-related updates in internal systems.
- Monitor vendor performance, follow up on delays, and proactively address scheduling or access issues with tenants and commercial occupants.
- Assist with invoice coordination to confirm alignment between approved estimates and final billing.
- Identify and implement process improvements to enhance efficiency and vendor accountability.
Skills
- Bilingual in Spanish (required).
- Minimum 1 year of relevant maintenance coordinating experience.
- Demonstrated ability to multitask and manage competing priorities in a fast-paced environment.
- Strong organizational and multitasking skills with the ability to manage multiple vendors, properties, and tenant/occupant communications simultaneously.
- Excellent written and verbal communication skills, with the ability to communicate professionally with tenants, commercial occupants, vendors, and clients.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, etc.).
- Experience with property management software is a plus.
This role is integral to maintaining operational excellence by ensuring that all maintenance activities are executed efficiently while managing vendor relationships effectively. If you thrive in a fast-paced environment where your organizational skills can make a tangible impact—this is your opportunity to shine!
Pay: $24.00 - $29.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Maintenance Coordination : 1 year (Required)
Language:
- Spanish (Required)
Ability to Commute:
- Los Angeles, CA 90046 (Required)
Work Location: In person
Salary : $24 - $29