Maintenance Coordinator

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Role Summary

Work alongside the Maintenance Superintendent to manage the subscriber maintenance calendar and day-to-day scheduling. You’ll ensure subscribers receive clear, consistent communication and an exceptional service experience, while supporting maintenance operations and new subscriber onboarding. This is a precision, process-driven role focused exclusively on maintenance operations.

Core Responsibilities

Communication & Subscriber Experience

• Provide prompt, consistent communication with subscribers, maintenance technicians, and internal team members across phone, text, and email.
• Set and maintain realistic expectations around scheduling, requests, recommendations, and service status.
• Follow up after service completion; document issues/complaints and escalate to the Maintenance Superintendent as needed.
• Build long-term subscriber relationships through trust, responsiveness, and reliability.

Scheduling, Calendar Control, and Coordination

• Manage and audit the maintenance calendar to maximize labor utilization.
• Send routine appointment reminders and “honey-do request” reminders.
• Prepare advance reminders to the Maintenance Superintendent regarding upcoming visit needs (supplies, materials, and prep items).

Repair Escalation & Handoffs

• Monitor field-flagged items requiring repair attention during or after maintenance visits.
• Create urgent repair requests from maintenance flags and route to the Repair Coordinator per established protocols.
• Maintain tight communication with the Repair Coordinator to ensure fast, clean handoffs between maintenance and repair.

Subscriber Database & Admin Support

• Maintain accuracy of the subscriber database and files (including creating new subscriber files).
• Keep an active digital file of maintenance reports and updates.
• Support scheduling, attend meetings as needed, and record/distribute notes.

Billing, Materials, and Accounting Support

• Assist with ordering materials as requested (training required).
• Process weekly expense reports; validate receipts against subscriber name and amounts due.
• Upload pre-approved invoices to SharePoint and send required accounting documentation by weekly deadline (Mondays).
• Hand off final material invoicing from maintenance appointments to accounting.
• Verify mileage calculations and submit mileage reports to accounting.

Tracking & Reporting

• Track maintenance technician time on jobs and overages.
• Maintain accurate updates in Daylite and Asana (tasks, files, data) as requested.
• Provide:
  • Monthly summary of completed maintenance appointments to accounting
  • Weekly maintenance status updates to the Maintenance Superintendent (and others as requested)
  • Daily maintenance reporting on status and updates

Operational Schedule

• Office hours: 8:00am–4:30pm daily (time dedicated to being present at the company office or job sites and available to subscribers and employees).
• Prepare next-day work orders (digital and printed) for Maintenance Leads and Technicians.

Growth Path

The company provides training and mentorship.

Qualifications

Experience

• Degree preferred, not required.
• 6–10 years of related experience and/or training (or equivalent combination).
• 5+ years of experience in the construction industry.

Language

• Bilingual fluency in English and Spanish preferred.

Computer Skills

• Working knowledge of: Microsoft Word, Google Docs, Excel, QuickBooks, TSheets, Paychex Payroll, Asana, and Daylite.

Other Skills & Abilities

• Excellent listening skills; strong written and verbal communication
• Strong time management; able to juggle multiple projects across locations
• High professionalism; team-oriented; customer-service driven
• Working knowledge of construction and applicable terminology

License

• Valid California Driver’s License; ability to drive to job sites as needed.

Benefits

• Medical: Kaiser (company covers 90% of employee-only premium)
• Dental / Vision / Life: Unum (company covers 100% of employee-only premium)
• Voluntary Life: Available through Unum (employee-paid)
• Eligibility: Benefits begin 1st of the month after 30 days of employment (health + life + voluntary life)
• Paid Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Day, plus 1 personal holiday
• Vacation: Available after 6 months of employment
• Sick Leave: Available after 90 days of employment
• FSA: Medical flexible spending account
• 401(k) + match: Eligible after 1 year of employment

Physical Demands & Work Environment

• Primarily office-based using standard office equipment; occasional local driving for parts pickup/delivery.
• May occasionally move supplies/materials up to 25 lbs (reasonable accommodations provided as applicable).
• May be exposed to typical jobsite conditions and hazards when visiting sites (including noise, weather, and other environmental factors).