Maintenance Coordinator

Benefits

• 401(k) matching
• Company parties
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

The Maintenance Coordinator is an hourly role responsible for organizing and tracking all maintenance activities across SVN | Toomey Property Advisors’ managed portfolio, ensuring units and common areas are kept in rent‑ready and safe condition. This position reports directly to the Maintenance Director and serves as the central hub between tenants, property managers, in‑house staff, and third‑party vendors.

Employment type:

Full‑time hourly, non‑exempt.

Reports to:

Maintenance Director at SVN | Toomey Property Advisors. Eligible for overtime in accordance with company policy and applicable law.

• Receive, log, and prioritize maintenance requests and work orders from tenants, owners, and internal staff using the company’s maintenance/work order system.
• Dispatch and coordinate third‑party vendors (plumbing, HVAC, electrical, cleaning, general contractors, etc.) for approved work, ensuring scopes are clear and work meets company standards.
• Enforce vendor requirements, including insurance/COI, work authorization limits, and written approvals before work exceeding designated dollar thresholds proceeds.
• Obtain estimates, compare pricing, and assist the Maintenance Director and property managers in selecting appropriate vendors while balancing cost, quality, and timeline.
• Communicate with tenants regarding scheduling, access instructions, and expected completion timelines; provide updates and close out work orders when complete.
• Coordinate move‑in/move‑out and turn scopes of work with third‑party vendors to ensure units are delivered in move‑in ready condition on schedule.
• Maintain organized records of all work orders, vendor invoices, warranties, photos, and inspection reports in company systems.
• Support routine and preventive maintenance scheduling for building systems, common areas, and exterior items (e.g., landscaping, gutters, safety items).
• Monitor vendor performance, document issues, and provide recommendations to the Maintenance Director regarding preferred vendors and improvement opportunities.
• Assist with periodic property inspections and safety checks as directed by the Maintenance Director and property management team.

• High school diploma or equivalent required; additional training in property management, facilities, or maintenance coordination preferred.
• 2+ years of experience in property management, maintenance coordination, facilities, or a related administrative/vendor‑management role.
• Strong organizational and time‑management skills with the ability to manage a high volume of work orders and vendor communication.
• Excellent customer service and communication skills, including the ability to handle tenant concerns and vendor interactions professionally.
• Comfort reviewing scopes of work, basic bids/estimates, and understanding common building and maintenance terminology.
• Proficiency with maintenance or property management software, email, and spreadsheets (e.g., Word and Excel) preferred.