Maintenance Coordinator

Description: Maintenance Coordinator Position Summary The Maintenance Coordinator oversees the day-to-day maintenance workflow across the portfolio, including move-in and move-out inspections, work order management, vendor coordination, inventory control, and process improvement. This role ensures units are move-in ready, work orders are completed efficiently, communication is timely, and maintenance operations run smoothly. The Maintenance Coordinator serves as the primary liaison between tenants, vendors, maintenance technicians, property managers, and owners, while also supporting after-hours and weekend maintenance needs. Strong organizational skills, proactive communication, and systems management (AppFolio) are essential to success in this role. Essential Duties and Responsibilities The essential functions include, but are not limited to, the following: Work Order Management & Communication Assign all vendor work orders within 24 hours of receipt Ensure vendors schedule work orders within 48 hours of assignment Review all open and aged work orders daily Add status notes to any work order exceeding one week old along with an update to resident Provide timely updates to tenants as information becomes available Respond to tenants/customers within 24 hours Document all calls and communications in AppFolio Evaluate and respond to work orders received through the on-call service Investigate and respond to negative maintenance surveys Handle escalated tenant complaints related to maintenance Obtain Property Manager approval when exceeding maintenance spending limits Collect and distribute keys per company policy; maintain key tracking sheet Vendor & Technician Coordination Maintain communication with property managers, owners, technicians, and vendors Provide work orders to vendors/subcontractors at direction of property managers Follow up on bids to ensure timely approval Obtain approvals for appliance repair or replacement Order appliances and coordinate installation (e.g., Lowes or other suppliers) Coordinate flooring replacement, landscaping, boilers, winterizing, and other seasonal needs Coordinate city and fire inspections as needed Coordinate repairs, construction projects, and specialty vendors Communicate with vendors regarding emergencies, including weekends Escalate issues appropriately and resolve in a timely manner Inventory & Equipment Management Coordinate and organize rental equipment (fans, ACs, dehumidifiers, heaters) Improve efficiencies in the appliance replacement and parts ordering processes Administrative & Financial Oversight Utilize AppFolio for all communication and documentation (tenants, vendors, internal staff) Enter invoices into AppFolio as needed Review vendor bills for accuracy prior to processing Review technician billing in AppFolio Submit work orders based on Core 3 staff or tenant communication Maintain accurate, thorough notes on all maintenance records After-Hours & Weekend Oversight Review work orders over the weekend Respond to tenants and provide updates as needed Requirements: Minimum Qualifications (Knowledge, Skills, and Abilities) Strong organizational and time management skills Ability to prioritize multiple projects in a fast-paced environment Pleasant, confident, and professional demeanor Excellent written and verbal communication skills Ability to communicate difficult or sensitive information tactfully Strong decision-making and problem-solving skills Proficiency in property management software preferred Detail-oriented with high accountability Ability to work collaboratively across departments