Property Management Maintenance Coordinator

Summary

Do you enjoy a dynamic working environment? Do you enjoy using a variety of skills throughout the day? Our growing real estate firm is hiring a real estate team to bring excellent, personal service to tenants, property owners and vendors. We are looking for an experienced professional with a proven track record but are also seeking new motivated talent. Friendly, affable, reliable personalities are a must, and we want to work with professionals like us who work hard and have passion and integrity for our clients. Must be able to effectively manage and prioritize multiple maintenance issues and unit turnovers simultaneously with attention to detail.

Responsibilities – Maintenance Coordination

· Able to handle a variety of maintenance coordination and administrative tasks, including work orders, service requests, property maintenance and vendor compliance requirements

· Respond in a timely manner to tenants needs to meet lease obligations

– complete within 2 business days

– complete within 10 business days

· Answer, triage and initiate daily phone calls, emails and texts for a variety of tasks

· Handle and/or create maintenance work orders and tasks from various input channels, including emails, text messages, phone calls, etc.

· Schedule and coordinate vendors and maintenance technicians for specific work orders and repairs with occupants and tenants

· Get quotes for work as required per company and property guidelines

· Communicate with and obtain owner approval for maintenance and repairs as necessary

· Follow up with contractors and vendors to ensure work is progressing and completed on time

· Update work orders in property management software and other company systems to reflect notes, appropriate assignments, status, and resolution in conjunction with field technicians and contractors

· Support field technicians by locating and ordering parts or services as needed

· Receive and review contractor invoices, ensuring all work is completed at the agreed-upon price

· Enter and submit approved vendor invoices to accounting

· Maintain and document warranty information as appropriate

· Maintain and monitor preventive maintenance schedules

· Develop, manage and maintain strong relationships with tenants, vendors and contractors

· Create and maintain vendor databases; obtain and document vendor insurance coverage, tax ID numbers, and W9s

· Proactively seek out new vendors and gather relevant information to support operational needs and cost efficiency

· Document maintenance troubleshooting steps, repair findings, and research for future reference and process improvement

· Provide on-site access to vendors and oversee entry for maintenance and repair work

· Collaborate with team members as needed

Responsibilities - Property Inspection Reviews – in collaboration with Team

· Review all property inspections (to include move outs, move ins, maintenance, periodic and tenant assessment inspections, etc) and create maintenance requests for any outstanding issues. Complete within 3 business days of receipt

· At move out, review tenant's move in inspection and compare it to move out inspection to identify security deposit deductions and owner maintenance charges, collaborating with team as needed

· Create any needed maintenance request, assign to appropriate vendor and manage to completion

Responsibilites - Other Administrative Support

· After hours or weekends as needed: monitor communications (company emails, texts, phones) and redirect any emergency issues to an appropriate staff member

· Phone and email communication support

· Work with current tenants to resolve any issues

· Enter and maintain essential property and unit information in company databases

Qualifications

· Minimum 2-3 years experience in maintenance coordination, administrative or property management support

· Basic technical knowledge of common building systems like HVAC, electrical, plumbing essential for diagnosing issues and overseeing repairs

· Excellent written and verbal communication skills

· Detail oriented with strong independent work ethic.

· Adaptable personality able to complete a variety of tasks while interacting with both tenants and vendors in a timely and professional fashion

· Proficient in Microsoft Office software

· Self motivated and driven to do the right thing every time providing excellent customer service

· Proficiency in problem-solving and time management

· Ability to quickly and efficiently troubleshoot issues, evaluate solutions, and implement the most effective one

· Have own transportation vehicle, driver's license and auto insurance

· Highly organized with the ability to manage multiple tasks and see them to completion

· High school diploma or equivalent education

· Bachelor degree preferred

· Flexible to work overtime as position requires

· Must be able to work in office Monday – Friday 8:30am – 5:00pm

Desired Skills

· Familiarity with property management software

Job Type: Full-time

Pay: $ $35.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Education:

• Bachelor's (Preferred)

Experience:

• maintenance coordination: 2 years (Required)

Language:

• English (Required)

Ability to Commute:

• San Jose, CA Required)

Ability to Relocate:

• San Jose, CA 95129: Relocate before starting work (Required)

Work Location: In person