Coordinator, Maintenance

Key Responsibilities

Maintenance and Work Order Coordination

• Receive, document, and track maintenance requests through completion.
• Coordinate access to apartments and common areas for inspections, repairs, and scheduled maintenance.
• Schedule work with building staff and outside vendors based on urgency and operational priorities.
• Follow up on outstanding requests and keep residents and management informed of progress.
• Support preventive maintenance scheduling for building equipment and systems.
• Escalate emergencies, recurring issues, and delays promptly to building management.

Vendor and Project Support

• Obtain proposals and coordinate vendor appointments at management’s direction.
• Maintain vendor contact information, certificates of insurance, and service records.
• Assist with scheduling capital projects, apartment repairs, and other building work.
• Track project updates, access requirements, and completion documentation.
• Coordinate maintenance supply orders and monitor inventory with building staff.
• Track invoices and supporting documentation for management review and approval.

Resident Communication

• Serve as a point of contact for shareholders and residents regarding maintenance scheduling and updates.
• Prepare notices about repairs, inspections, service interruptions, and scheduled building work.
• Handle concerns professionally and escalate unresolved matters to management.
• Maintain confidentiality regarding residents, apartment access, and building matters.

Records and Administrative Support

• Maintain organized work orders, inspection reports, equipment records, warranties, and service agreements.
• Track inspection and maintenance deadlines and alert management to upcoming requirements.
• Prepare status reports on open requests, recurring issues, and scheduled work.
• Support adherence to building policies, work procedures, and contractor requirements.
• Assist with emergency coordination and resident communications as directed.

Qualifications

• At least two years of experience in maintenance coordination, property management support, facilities administration, or a related role.
• Experience in a cooperative, condominium, or multifamily residential building preferred.
• General familiarity with building systems, including plumbing, electrical, HVAC, elevators, and life-safety equipment.
• Strong organizational skills and the ability to manage multiple requests and competing priorities.
• Excellent written and verbal communication skills.
• Professional demeanor and a commitment to resident service.
• Proficiency in Microsoft Office; experience with BuildingLink or similar work order software preferred.
• High school diploma or equivalent required.