Maintenance Coordinator chez F&F Properties

Description

Position Summary

The Maintenance Coordinator is the central point of coordination for resident maintenance requests and work order execution. This role owns the administrative and scheduling engine of the maintenance department: intake, triage, dispatch, follow-up, documentation, and communication. The Coordinator supports the Maintenance Manager and technicians by keeping work organized, residents informed, and records accurate, enabling timely service delivery across the portfolio.

Core Responsibilities (What the Maintenance Coordinator Owns)

·         Work order intake, documentation, and routing (resident requests, property manager requests, preventive tasks).

·         Scheduling and dispatch coordination for technicians and vendors under the priorities set by the Maintenance Manager.

·         Resident communication: acknowledgements, scheduling windows, access coordination, updates, and closure follow-up.

·         Work order monitoring and escalation: aging reports, stalled work, parts delays, repeat requests, and safety concerns.

·         Administrative support: vendor COIs/W-9s, purchase order support, invoice processing coordination, filing, and reporting.

·         Parts/supply coordination and inventory tracking support (ordering per direction and within limits).

Essential Duties and Responsibilities

1) Work Order Intake, Triage & Documentation

·         Receive maintenance requests via phone, email, resident portal/app, and internal teams; ensure requests are captured promptly.

·         Ask clarifying questions to ensure accurate problem description, photos (when available), unit access details, and contact information.

·         Create, code, and categorize work orders in the work order system; attach notes, photos, and relevant history.

·         Identify emergencies using established criteria (e.g., no heat in extreme temps, active leaks, electrical hazards, gas odor) and follow emergency escalation procedures.

·         Route work orders to the appropriate technician/vendor queue per standard categories and manager direction.

2) Scheduling, Dispatch & Coordination

·         Maintain daily/weekly schedules for maintenance technicians, balancing location, workload, priority, and required skill sets.

·         Schedule resident appointments and coordinate unit access (lockbox/keys/tenant presence) with Property Managers and residents.

·         Coordinate vendor appointments for specialized trades and ensure access instructions, scope, and expectations are communicated.

·         Monitor calendars for conflicts, travel time, and turn deadlines; propose schedule adjustments to the Maintenance Manager.

·         Document scheduled times/windows and confirm appointments; send reminders as appropriate.

3) Resident Communication & Customer Service

·         Serve as a primary contact for residents regarding maintenance requests and scheduling.

·         Provide timely status updates and set clear expectations on next steps, timing, and access requirements.

·         Handle routine questions and concerns with professionalism; de-escalate appropriately and escalate sensitive or repeated issues to the Maintenance Manager.

·         Close the loop after completion (confirmation, satisfaction check, and documentation of any follow-up needs).

4) Work Order Monitoring, Reporting & Quality Support

·         Run and maintain daily/weekly work order aging reports; flag overdue, high-risk, or repeat work orders.

·         Track completion notes and required documentation; follow up with technicians/vendors when notes, photos, or receipts are missing.

·         Identify patterns (repeat repairs, frequent vendor delays, recurring resident complaints) and share insights with the Maintenance Manager.

·         Support turn tracking by maintaining a turn board/list and coordinating scheduling updates with Property Managers.

5) Vendor & Administrative Support

·         Maintain vendor contact lists, COIs, W-9s, licenses (as applicable), and service area coverage information.

·         Assist with bid coordination by scheduling vendor walk-throughs and organizing submitted quotes for review.

·         Support purchase order requests and invoice processing: collect required documentation, match invoices to work orders/scopes, and route for approval.

·         Maintain organized digital and paper files for work orders, vendor documentation, warranties, manuals, and service records.

6) Supplies / Inventory Support

·         Track commonly used parts and supplies; maintain reorder points and propose orders to the Maintenance Manager.

·         Place supply orders as directed and within delegated authority; ensure deliveries are received and documented.

·         Coordinate tool/equipment maintenance requests and communicate needs to the Maintenance Manager.

Requirements

·         1-3 years of administrative, scheduling, customer service, property management, or maintenance coordination experience.

·         Strong organization and follow-through; ability to manage a high volume of work orders with accuracy and urgency.

·         Excellent phone, email, and written communication skills; comfort handling difficult conversations professionally.

·         Proficiency with Microsoft Office (Outlook, Excel, Word); ability to learn work order/property management systems quickly.

·         Ability to maintain confidentiality and use good judgment with resident and employee information.

Benefits

Full health benefits after 30 days of employment

Paid time off programs - vacation, sick, holidays.

Compensation Package:

• $23-$25 per hour, based on experience- this is a full-time position working 40 hours per week in office.
• Rental Discount: $500/month for employees living in one of our properties, after 90 days of employment.
• Benefits: Healthcare, 401K, paid time off, and more

For more about F&F please visit our website at www.fandfinc.com.

To view all of our current job openings, please visit F&F Properties - Current Openings.