Match score not available

Maintenance Coordinator

Remote:

Full Remote

Contract:

Full time

Experience:

Mid-level (2-5 years)

Work from:

Philippines

Offer summary

Qualifications:

Minimum of 2 years in maintenance coordination, Experience with AppFolio preferred, Strong organizational and multitasking skills, Excellent written and verbal communication, Familiarity with property maintenance tasks.

Key responsabilities:

Manage work orders through AppFolio
Coordinate between tenants and maintenance team
Schedule vendors for repairs and maintenance
Maintain accurate records and reporting
Assist with inspections and emergency responses

Booth & Partners Large https://boothandpartners.com/

1001 - 5000 Employees

See more Booth & Partners offers

Job description

As the Maintenance Coordinator for SparqLiving you will play a vital role in ensuring the smooth and efficient management of all maintenance operations for our properties. Using AppFolio, you will be responsible for coordinating and dispatching work orders, communicating between tenants and the maintenance team, ordering renovation supplies, and scheduling vendors for repairs and services. The ideal candidate will be highly organized, detail-oriented, and possess strong communication skills.

Key Responsibilities:

Work Order Management (Using AppFolio):

Receive, review, and process incoming maintenance requests from tenants through the AppFolio platform.
Assign work orders to the appropriate maintenance staff or external vendors based on the scope and urgency of the task.
Ensure all work orders are accurately entered, tracked, and updated in AppFolio to maintain transparency in the maintenance process.
Follow up on open work orders to ensure timely completion and close them upon completion.

Coordination with Tenants:

Serve as liaison if needed between the maintenance technician and residents.
Schedule and confirm access to units for maintenance staff or vendors.
Communicate work order status and any changes in scheduling to tenants promptly if needed.
Handle emergency maintenance requests and prioritize as needed.

Vendor Coordination & Dispatching:

Contact and schedule vendors for repairs, ensuring they meet company standards and timelines.
Dispatch vendors for specialized repairs (e.g., plumbing, HVAC, electrical) and manage vendor relationships.
Negotiate pricing and service agreements with vendors when necessary.
Ensure vendors submit detailed invoices and follow up on outstanding work.
For any invoices submitted for payment, ensure they are sent to Appfolio Smart bill or the accounting team for payment.

Collaboration with the Maintenance Team:

Assign daily tasks and prioritize work orders for the in-house maintenance team.
Schedule the on-call rotations and update CMS (our call center) with any changes to the schedule.
Ensure the maintenance team is equipped with the necessary tools and materials to complete tasks efficiently.
Keep a list of all equipment/tools and work with the supervisor to perform and audit of tools semi-annually
Communicate any tenant-specific requests or concerns with the maintenance team to ensure smooth execution of tasks.

Documentation & Reporting:

Maintain accurate records of all maintenance activities, work orders, and vendor interactions within AppFolio.
Daily reporting of the previous days work completed by each maintenance technician.
Generate weekly and monthly maintenance reports for management to track progress, performance, and budgeting.
Ensure that all completed work orders are properly closed and recorded for future reference.
Track how long each work order was open prior to being resolved. Ensure each work order is completed within 48 hours.
Work with the Operations Accountant on work order/turn budgets to ensure cost optimization for each property

General Maintenance Coordination:

Assist with inspections, preventive maintenance, and capital improvement projects as needed.
Ensure all properties are maintained in compliance with local regulations and company standards.
Respond to emergency maintenance issues and dispatch appropriate personnel or vendors to address the problem quickly.
Work with the Property Manager to review and approve invoices related to maintenance work and repairs.

Requirements

Qualifications:

Experience:

Minimum of 2 years of experience in property management, maintenance coordination, or a similar role.
Experience working with AppFolio or other property management software is highly preferred.

Skills:

Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
Excellent communication skills, both written and verbal, to interact effectively with tenants, vendors, and internal teams.
Problem-solving mindset and the ability to work well under pressure in fast-paced environments.

Technical Knowledge:

Familiarity with property maintenance tasks such as plumbing, electrical, HVAC, and general repairs. Familiarity to the extent where they can understand timelines for them and describe the nature of services needed to vendors.
Proficiency in using AppFolio or similar software for managing work orders and reporting.

Other:

Ability to manage multiple work orders, projects, and requests simultaneously.
Strong attention to detail and accuracy in record-keeping and documentation.
Flexibility to handle emergency situations outside of normal business hours, as needed.