Portfolio Maintenance Coordinator at Westcore

Westcore is a fully-integrated commercial real estate investment company with institutional scale and capabilities that operates with the speed and adaptability of opportunistic entrepreneurs.  Westcore has a dynamic track record of real estate investing going back to its founding in 2000. We focus on well-located industrial properties in the United States. We are a vertically integrated company with expertise in all facets of real estate investment management: acquisitions, finance, asset management, leasing, construction, and building operations.

To better support our Property Management Department and the anticipated doubling of our portfolio over the next few years, Westcore is looking for a well rounded Portfolio Maintenance Coordinator.

POSITION SUMMARY

We are seeking a detail-oriented and proactive Portfolio Maintenance Coordinator to join our Property Management team. This role is critical in ensuring operational excellence across our portfolio of industrial properties. The successful candidate will develop and coordinate repair and maintenance scopes, support fire/life safety compliance, assist with capital improvement initiatives, manage inspection reports, and help drive vendor performance and accountability.

CORE ROLES & RESPONSIBILITIES:

PRIMARY DUTIES: (The list below is not comprehensive, and priorities will change on a day-to-day basis)

Fire & Life Safety Oversight

• Coordinate and manage all required Fire Life Safety (FLS) inspections across the portfolio, ensuring compliance with local codes and company standards.
• Track, document, and close out inspection deficiencies within required timelines.
• Maintain organized records of FLS inspections, permits, certifications, and related correspondence.

Repair & Maintenance Scope Development and Coordination

• Assist with scope development of work for repair and maintenance projects
• Assist with collection and review of vendor proposals 
• Coordinate project timelines and monitor progress to ensure quality and budget compliance.
• Support capital planning by identifying recurring maintenance issues and recommending long-term solutions.

Property Inspection Management

• Coordinate routine/special property inspections
• Collect, organize, and distribute inspection reports to appropriate internal stakeholders.
• Track open items and ensure timely resolution, maintaining accurate status logs and documentation.
• Review inspection trends and provide recommendations for prev maintenance or capital investment opportunities.
• Ensure consistency in inspection standards, report formats, and recordkeeping across the portfolio.

Vendor and Contract Administration

• Maintain an up-to-date vendor database, including contact details, service agreements, and performance metrics.
• Ensure vendors meet company insurance, licensing, and safety requirements prior to engagement.
• Build strong working relationships with preferred vendors to ensure consistent service delivery.

Cross-Department Collaboration

• Work closely with property management, construction, and leasing teams to ensure smooth execution of maintenance activities.
• Communicate project and inspection updates proactively, ensuring stakeholders are informed of progress and potential risks.
• Participate in maintenance-related planning meetings and process improvement initiatives.

DESIRED SKILLS AND EXPERIENCE

Technical & Functional Expertise

• 2-4 years of experience in property management, facilities coordination, or commercial real estate maintenance.
• Working knowledge of building systems, including mechanical, electrical, plumbing, roofing, and fire/life safety.
• Experience coordinating vendor services, developing scopes of work, and managing repair or maintenance projects from initiation through completion.
• Familiarity with inspection processes, preventive maintenance programs, and regulatory compliance standards.
• Proficiency in Microsoft Office Suite and property management software (Yardi, Angus, Building Engines, or similar platforms).

Analytical & Organizational Skills

• Strong attention to detail with the ability to organize, track, and document multiple projects and inspections simultaneously.
• Ability to interpret data and identify maintenance trends to support operational and capital planning decisions.
• Excellent time management skills, with the ability to balance competing priorities and meet deadlines in a fast-paced environment.

Communication & Collaboration

• Clear and professional written and verbal communication skills for effective coordination with property managers, vendors, and internal stakeholders.
• Proven ability to build strong relationships across departments and with third-party service providers.
• Collaborative mindset with a focus on problem-solving and proactive issue resolution.

Professional Attributes

• Self-motivated, resourceful, and capable of working independently while maintaining alignment with team objectives.
• High degree of accountability and ownership over assigned responsibilities.
• Commitment to continuous improvement, process optimization, and maintaining property standards across the portfolio.
• Valid driver’s license and willingness to travel to properties within assigned regions as needed.

MISSION

Utilize our expertise and experience to recognize market inefficiencies, quickly deploy capital and talent to act on opportunities, deliver superior outcomes to stakeholders, and strive for excellence in everything we do.

 CORE VALUES

Westcore values its employees and works to create an environment where professional and personal growth can be achieved. We look for motivated individuals who share our commitment to excellence. Our employees are supported by an environment where mentoring is encouraged, and where tools and resources to succeed are readily available. Our company lives by its values, treating each other with respect and consideration at all times.

• Integrity: We behave ethically, honestly and respectfully.
• Excellence: We execute brilliantly. We are accountable for our performance and deliver high quality results.
• Teamwork: We are a group of people with diverse talents working to produce positive synergistic results.
• Balance: We work hard while embracing our commitment to family, friends and community.
• Commitment: We foster a culture of service, responsiveness, accountability, and professionalism.

Compensation: $30 - $40 Per Hour DOE + 5% Bonus Eligibility. Competitive Healthcare Coverage, Multilayered Vacation, & 401K offerings.