Position Summary:
The Maintenance Coordinator receives, creates, coordinates, and manages all Work Orders: dispatches maintenance techs and vendors; communicates with tenants, vendors and internally.
This position is responsible for overseeing the complete maintenance work order process, from initial request and scheduling through completion, documentation, and final billing.
Key Responsibilities:
- Work Order Management & Scheduling
- Daily scheduling of all open work orders
- Monitor incoming work order throughout the day to prioritize
- Dispatch maintenance personnel on high priority and emergency items
- Understand and monitor work orders for in-scope, out-of-scope items, timeliness for work completion and detail accordingly
- Follow up with tenants and team members to provide excellent customer service and seamless communication
- Preventative Maintenance
- Keep a log of routine preventative maintenance items and set up recurring work orders for items such as: HVAC Preventative Maintenance, Fire/Life Safety Inspections/Testing, Storm Water System Inspections, Filter Changes, Property Walks/Inspections
- Documentation & Tracking
- Keep inventory and location of supplies, keys and equipment and place orders as needed
- Ensure proper maintenance tech hours, notes and documentation are included in Work Order detail and history
- Vendor & Contractor Management
- Keep up to date vendor and contractor list
- Vendor communication required and organization of project timelines, insurance requirements and service contracts.
- Conduct vendor performance regularly to ensure quality and follow up on deficiencies
- Maintenance Billing
- Review completed work orders to ensure technician hours, materials, and supporting documentation are accurate and complete.
- Calculate maintenance charges based on established labor rates, material costs, and billing procedures.
- Prepare and process monthly maintenance billbacks to properties and tenants.
- Identify billing discrepancies or questions regarding owner versus tenant responsibility and escalate to the Director of Property Management as needed.
- Ensure all maintenance billing is completed accurately and by established monthly deadlines.
Qualifications:
- Ability to multitask, experience with scheduling and coordinating work orders across multiple properties, acute attention to detail, strong organization and time management skills
- Excellent written and verbal communication skills for interacting with tenants, owners, and vendors.
- Proactive, resourceful, and able to resolve conflicts professionally.
- Experience with Appfolio management system preferred but not required, Basic excel and google/gmail applications experience, and experience with online management software preferred
- Experience with invoicing, billing, or financial record keeping preferred.
- Must be comfortable reviewing labor hours, material costs, vendor invoices, and calculating charges accurately.
- Preferred Associate’s or Bachelor’s degree in Facility Management, Construction Management, Real Estate, Business Administration, Building Systems or Trades-related field
- High school diploma or equivalent if paired with strong hands-on industry experience
- 3-5 years of experience in maintenance coordination, facilities operations, property management administration, or a related field preferred.
- Commercial property management, work order management experience, vendor/contractor coordination and preventative maintenance planning experience greatly preferred
What Success Looks Like in This Role:
- Property operations run efficiently, with staff, vendors, and contractors effectively served.
- Tenant and owner relationships are strong, supported by clear, professional, and proactive communication.
- Operational challenges are resolved quickly and professionally, minimizing disruptions to property performance.
- Compliance, and building systems are managed knowledgeably, ensuring smooth and legally sound operations.
Company Description:
SVN | Wood Properties has over 45 years of history in East Tennessee, providing trusted commercial real estate services across all property types. We are dedicated to creating value for property and business owners while strengthening our community through our core values of Grit, Servanthood, and Trustworthiness.
Why Choose Us?
At SVN | Wood Properties, we pride ourselves on fostering an environment where our team members feel valued, supported, and empowered. Here’s what sets us apart:
- Collaborative Culture: We believe in teamwork and mutual success. When our advisors and staff thrive, the whole company flourishes.
- Commitment to Growth: We invest in the professional development of our employees, offering opportunities to learn and grow in the commercial real estate industry.
- Impactful Work: You’ll be part of a company that not only delivers excellent real estate services but also makes a positive difference in our community.
- Recognition and Respect: We value every team member’s contributions and provide a workplace where your ideas and efforts are acknowledged and appreciated.
Join a company that truly cares about its people, clients, and the community we serve!
We are an Equal Opportunity Employer and consider all applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, protected veteran status, or any other protected classification under applicable law.