Maintenance Coordinator Job Role

Reporting Relationship: The Maintenance Coordinator reports to the Maintenance Manager.  In the Maintenance Manager’s absence, employee will report to the Lead Maintenance Coordinator or VP of Operations. 

Authority:

• The Maintenance Coordinator has the authority to make maintenance decisions regarding the rental properties under the management of Real Property Management PROS, subject only to the limitations issued by the Maintenance Manager, VP of Operations, President, the Owner’s Agreement, the company’s policies, and good management practices. 
• Maintenance Coordinator has the authority to supervise the work completed by Maintenance Vendors.  Make assignments to Maintenance Vendors and organize work and crew. 
• Work with property owners and tenants regarding rental properties, as a representative of the company. 
• Network with community members & businesses as a representative of Real Property Management PROS. 

Duties and Responsibilities:

• Responsible for managing the Maintenance Vendors and Subcontractors to complete all maintenance tasks in an efficient, timely, and cost-effective manner. 
• Ensure Home Warranty Programs obtained by some property owners, are followed and used appropriately.  Ensure proper communication with affiliated insurance companies, vendors, tenants and property owners are followed.  Coordinate schedules and payments. 
• Complete Work Orders - After receiving the work order, coordinate with Maintenance Vendors all steps through to completion of work order to ensure maintenance issue is resolved.  Follow-up for accuracy. 
• Coordinate specific maintenance requirements requested by some property owners (i.e. change furnace filters periodically, lawn mowing services, etc.). 
• Assist in repairs, maintenance, cleaning & tenant issues as they arise. 
• Coordinate regular and ongoing jobs with vendors, as needed. Ensure all vendors have a current Certificate of Insurance and W-9 on file, prior to using their services.   
• Maintain database of vendors, subcontractors, current costs/rates for both materials and subcontractors used.  Solicit new vendors, as needed. 
• Be “On Call” after hours (nights and weekends) rotation.  Have cell phone turned on and take phone calls, coordinate necessary after hour maintenance emergencies, and be available, as necessary. 
• Maintain a positive working relationship with owners, tenants, and other vendors while continuing to be an effective company representative. 
• Communicate effectively with co-workers regarding maintenance issues. 
• Attend training, meetings, etc. as needed to perform duties in a proficient manner. 
• Other duties and responsibilities as needed or as assigned by the President or members of management. 

Requirements:

• Education (required):  High school diploma or GED equivalent
• Education (preferred) College Degree or Additional related coursework, preferably in business administration or prior experience in the property maintenance field. 
• Preferred Experience: Minimum of 3 years in construction/property maintenance administration. 
• Work Schedule: Sunday to Thursday – 9 am to 6 pm U.S. Eastern Time

Skills, Knowledge, and Abilities:

• Organizational and interpersonal skills.
• Attention to detail required. 
• Good overall management skills. 
• Leadership skills are mandatory. 
• Skilled in utilizing computer/mobile devices, email, Excel and Word. 
• Proficient in comprehensive construction and property maintenance practices
• Able to compose business documents with good grammar, punctuation and spelling.
• Knowledgeable of the Virginia and Landlord Tenant Act, Fair Housing Act, and related property management policies/laws.   

Mental Attributes:

• Ability to maintain professionalism and foster a positive business image.
• Analytical, Problem-solving skills and decision-making ability.
• Normal ability to concentrate and retain information.
• Normal memory, taking into consideration the amount and type of information. 

Measures of Performance

• Adherence to RPM’s Mission to be the most trusted and admired residential property management company in Northern Virginia. 
• There were no significant errors in maintenance repairs performed. 
• There were no past due, overdue, or missed work orders that were not completed. 
• There were no warranted complaints against the Maintenance Dept because of rudeness, inefficiency, poor quality work, discrimination, or failure to follow local, state and federal laws. 
• Attention to detail and accuracy were maintained in all matters of performance. 
• There were no breaches in confidentiality.