Position Description
The Maintenance Coordinator provides the maintenance team with administrative support and timely coordination of work with vendors, maintenance staff, Community Managers, and residents. The role tracks and closes out maintenance tickets, schedules maintenance requests and vendor services, supports bid and contract activity with maintenance teams and Property Management, and supports contract administration and procurement activities.
Specific Duties
- Answer and generate work orders for all incoming maintenance calls in a timely, accurate, and complete manner.
- Track and monitor the status of all maintenance tickets and work orders, following up with maintenance leads to ensure timely closeout.
- Together with the Maintenance Supervisor and maintenance leads, prioritize, assign, schedule, and coordinate maintenance requests and work orders for the team, including assignment to maintenance staff or external contractors.
- Maintain the team calendar for inspections, preventive maintenance, vendor scheduling, and other maintenance events, and coordinate the closure of all outstanding items with the assigned technician to ensure timely compliance.
- Communicate with outside vendors regarding maintenance jobs.
- Communicate with Property Management and maintenance teams regarding issues at the properties.
- Manage the key tracking system and access at the properties.
- Respond and follow up with resident, vendor, and Community Manager calls, emails, and voice messages promptly.
- Coordinate the maintenance component of unit turnovers, including tracking required repairs, scheduling maintenance staff and contractors, and monitoring progress to ensure vacant units are made ready within established timelines.
- Work with maintenance teams, Community Managers, Maintenance Supervisor, and Vice President of Property Management to solicit and coordinate bids, comparing vendor proposals, and coordinating contract negotiations for goods and services.
- Coordinate and track contract expirations, extensions, renewals, and terminations, working with the Maintenance Supervisor and Vice President of Property Management to ensure required actions are completed on time.
- Review maintenance invoices for accuracy and completeness prior to submission to Accounts Payable.
- Maintain accurate records of maintenance activities, including work orders, inspections, and repairs.
- Order and maintain inventory of maintenance supplies, equipment, and spare parts.
- Support fire and life-safety inspections and drills, coordinating with the Maintenance Supervisor to keep life-safety systems and equipment fully functional and compliant.
- Ensure compliance with health and safety regulations and company policy during maintenance activities.
- Respond to maintenance emergencies promptly and escalate issues as needed.
- Track key maintenance dates, including service contract terms, warranty periods, and upcoming expirations, and coordinate renewals ahead of deadlines.
- Collaborate with other departments to coordinate maintenance activities that may affect operations.
- Identify aging, overdue, or stalled work orders and proactively escalate unresolved items to the Maintenance Supervisor.
- Other duties as assigned.
Desired Qualifications
- Candidate must have a sense of urgency and be organized, detail-oriented, and capable of working independently as well as in a team environment.
- Education and Experience. High school diploma or GED required; Associate's degree or coursework in business administration, property management, or a related field preferred.
- Minimum of two years of experience in property management, maintenance coordination, procurement, or a related administrative role.
- Communication Skills. Excellent written and verbal communication skills; strong organizational, analytical, and customer service skills.
- Ability to provide efficient, timely, reliable, and courteous service to residents, vendors, and colleagues, and to respond effectively to sensitive issues.
- Financial Knowledge. Working knowledge of financial and contract terms sufficient to review vendor bids and calculate costs such as percentages, discounts, and commissions.
- Reasoning Ability. Ability to comprehend, analyze, and interpret contracts and other business documents, and to solve problems involving several options.
- Other Skills and Abilities. Proficient in Microsoft Office Suite; experience with OneSite/RealPage or comparable property management and work order software strongly preferred.
- Familiarity with contract management tools and platforms; ability to prioritize and manage a fast-paced daily workflow across multiple properties.
- General familiarity with applicable housing, maintenance, health, and safety requirements, including HUD/NSPIRE, OSHA, and DC building and fire-safety requirements, preferred.
- Experience working in property management, leasing, or maintenance a plus.
Benefits
Benefits include health, vision, and dental insurance, STD, LTD, and Life insurances, paid vacation, sick leave, holidays, transportation stipend and a 403b matched contribution retirement plan.
Background Check and Drug Screening
Finalist(s) for this position will be subject to a drug screening and will be required to consent to a pre-employment background check, to include employment and education verifications, as a condition of employment.
Background check and drug test results do not automatically preclude you from being considered for employment. We recognize that each candidate's circumstances may differ, and we evaluate all aspects of your application and qualifications before making a final decision.
Reference Checks
Please be prepared to provide 3 professional references if you are selected for this role.
Jubilee Housing is an Equal Opportunity Employer