About this role
Employment Type: Full-Time
Location: TBD
Reports To: Community Manager
Our Core Values
Loyal | Responsive | Problem Solver | Positive | Caring
Position Overview
The Maintenance Coordinator manages the administrative functions that support maintenance operations across the company’s property portfolio. This position is responsible for processing purchase orders, managing AppFolio work orders, coordinating vendors, tracking invoices and materials, and maintaining accurate maintenance records.
This role works closely with maintenance technicians, community managers, vendors, and accounting to keep repairs, purchases, and property projects organized and moving forward. The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities while providing consistent follow-through.
Key Responsibilities
Purchase Orders and Purchasing Administration
- Create, process, and track purchase orders in accordance with company procedures and approval requirements.
- Confirm purchases include accurate property information, descriptions, pricing, and supporting documentation.
- Obtain quotes and submit purchase requests for management approval.
- Place approved orders for maintenance supplies, materials, appliances, and equipment.
- Track order confirmations, delivery dates, backorders, returns, and credits.
- Match invoices and receipts to purchase orders and work orders; resolve discrepancies with vendors and accounting.
- Maintain organized purchasing records and assist with monitoring expenses against approved budgets.
- Weekly tool and inventory audits
AppFolio Work Order Administration
- Enter, review, update, and monitor maintenance work orders in AppFolio.
- Ensure work orders include accurate property and unit information, clear descriptions, and appropriate priority levels.
- Coordinate assignments and scheduling with maintenance leadership.
- Follow up on outstanding work orders, delayed repairs, and missing information.
- Review completed work orders for required notes, photos, labor entries, materials, and completion details.
- Close out work orders according to company procedures once completion and documentation requirements are met.
- Prepare work order reports and communicate unresolved issues to management.
- Immediately escalate emergency requests and safety concerns through established company procedures.
Vendor and Scheduling Coordination
- Schedule approved vendor services, maintenance appointments, inspections, and recurring services.
- Obtain vendor estimates and track approval and completion of work.
- Maintain vendor contact information, W-9s, insurance certificates, and service agreements.
- Coordinate property access with community managers, residents, and maintenance staff.
- Follow up with vendors regarding scheduling, incomplete work, invoices, and required documentation.
Maintenance and Property Operations Support
- Maintain preventive maintenance calendars, inspection records, warranties, and equipment information.
- Assist with unit turnover tracking and coordinate administrative tasks related to make-ready schedules.
- Communicate repair updates, scheduling changes, and outstanding needs to the appropriate team members.
- Prepare maintenance reports, track pending items, and support departmental meetings.
- Organize electronic files and maintain accurate records across company systems.
- Provide additional administrative support to maintenance and property operations leadership as assigned.
Qualifications
Qualifications
- High school diploma or equivalent required.
- Previous experience in administrative support, maintenance coordination, purchasing, or property management preferred.
- Experience using AppFolio or similar property management software strongly preferred.
- Familiarity with purchase orders, invoice processing, and vendor coordination preferred.
- Proficiency with Microsoft Outlook, Excel, Word, and electronic filing systems.
- Strong organizational skills, accuracy, and attention to detail.
- Professional written and verbal communication skills.
- Ability to prioritize tasks, meet deadlines, and follow through with minimal supervision.
- Ability to work collaboratively with maintenance teams, property staff, vendors, and accounting.
- Basic knowledge of maintenance terminology, supplies, and repair processes is helpful.
Work Environment
This is primarily an administrative, office-based position involving computer work, phone calls, and frequent communication across multiple properties. Occasional property visits may be required.