Job Description

Maintenance Coordinator

We are seeking an experienced and results-driven maintenance coordinator responsible for coordinating daily maintenance activities, tracking work orders, and maintaining accurate records to support the maintenance team and property operations. This position requires strong excel experience, organizational skills, attention to detail, and the ability to manage multiple priorities. You will communicate regularly with Maintenance Technicians, Community Managers, vendors, residents, and leadership to coordinate maintenance needs and provide timely updates. The successful candidate must be dependable, organized, detail-oriented, and able to work independently while managing multiple tasks and deadlines.

Essential Duties and Responsibilities:

• Coordinate and track daily maintenance requests and work orders.
• Maintain accurate and up-to-date maintenance records and documentation.
• Use Excel spreadsheets to track work orders, assignments, completion dates, vendor information, inspections, supplies, and other maintenance-related information.
• Create, update, and maintain spreadsheets and reports for management.
• Monitor outstanding work orders and follow up with appropriate team members to ensure timely completion.
• Assist with scheduling maintenance staff, vendors, inspections, and other maintenance-related activities.
• Communicate with Community Managers and Maintenance Technicians regarding open work orders and outstanding maintenance needs.
• Coordinate with vendors and assist with obtaining updates, scheduling, and documentation.
• Maintain organized records of invoices, work orders, inspections, maintenance requests, and vendor documentation.
• Assist with tracking maintenance supplies, equipment, and inventory as needed.
• Help identify overdue, incomplete, or recurring maintenance issues and bring them to management's attention.
• Assist with preparing reports and information requested by management.
• Enter and update information accurately in company systems.
• Communicate professionally with residents, employees, vendors, and leadership.
• Handle multiple priorities while meeting deadlines.
• Perform other administrative and coordination duties as assigned.

Preferred Skills

Experience working with maintenance work orders or property management systems. Experience in multifamily housing or property management. Experience coordinating vendors or contractors. Experience preparing reports and tracking information in Excel. Experience working in a fast-paced environment with multiple properties, teams, or locations.

Qualifications

High school diploma or equivalent required. Previous administrative, maintenance coordination, property management, facilities, or related experience preferred. Strong organizational and time-management skills. Comfortable working with Microsoft Excel and spreadsheets. Ability to enter, organize, sort, filter, and maintain information accurately in spreadsheets. Strong attention to detail and accuracy. Excellent verbal and written communication skills. Ability to follow up consistently on outstanding items. Ability to prioritize and manage multiple tasks and deadlines. Strong computer skills and ability to learn new software and systems. Ability to work independently while also supporting a team. Professional and dependable with a strong customer-service mindset.

Professional Experience:

A minimum of two (2) years experience in an administrative support role required. Basic maintenance knowledge required. Property management/maintenance experience preferred.

Attendance/Travel Requirements:

The position requires the ability to work any of the seven days of the week, 52 weeks of the year. Due to the property staffing limitations, it is extremely critical that individuals be able to work their scheduled hours on a consistent basis and, if necessary, overtime hours when requested. The position requires the ability to serve on-call, as scheduled or as necessary. Travel may be required at times to attend various owner gatherings either in the general vicinity of the associates home property, or in another state. You must also be able to attend certain resident events that are held after hours.

Skills:

The position requires above average detail oriented skills. In addition, the position requires, but is not limited to, the following:

• Minimum of basic knowledge of computers
• Ability to use Outlook, OneSite
• Basic knowledge of MS Word and Excel
• Minimum of basic Internet knowledge.

Physical Demands:

• Must be capable of physically accessing all exterior and interior parts of the property and amenities.
• Must be able to push, pull, lift, carry or maneuver weights of up to 35lbs. independently and 75 lbs. with assistance.

Learning & Development:

Maintain a commitment to ongoing personal development and career growth though career path activities provided through the corporate office and external sources as needed.

Pratum Companies is committed to a diverse workforce and is an Equal Opportunity Employer.

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