Property & Maintenance Coordinator

The property and maintenance coordinator must be highly organized and have the ability to communicate and work well with others. They also must possess the ability to follow processes and learn several different types of computer software. The position is primarily office based (probably 95%) with the occasional need to visit a property we manage when necessary. While not required, a willingness to become licensed is a plus. General duties are listed below and can range from coordinating maintenance activities to billing to general admin work.

Homeowner Association (HOA) Administrative Functions:

• Property Onboarding
• Enter property and all units into Appfolio
• Set up monthly dues for all units
• Send out communications to the co-owners introducing us
• Etc.
• Start/Stop all annual maintenance services and association activities
• Process association activities related to a home sale in the association
• Monitor board member terms and administer board member elections
• Assist with annual projects
• Complete all activities assigned to admin on the process spreadsheets which are completed for each association
• Monitor and process delinquencies
• Complete board member requests
• Act as the property manager for the smaller associations we manage

Maintenance Coordination:

• Takes overall responsibility for maintenance work orders
• Monitors maintenance requests throughout shift and dispatches Work Orders to appropriate Vendors (consults with maintenance tech if guidance is needed)
• Consults with Tenants on maintenance issues and/or obtain additional information to assist in troubleshooting
• Updates status of each work order when updates are received or actions are taken, such as adding appointment dates/times, waiting on approvals, and work order cancellations or completions (updates need to occur daily)
• Follows up with Vendors, Owners, and Tenants regarding updates on approvals and work order status
• Collects funds from owners through owner contributions when owners are short on funds to pay for maintenance
• Processes vendor invoices and client billing

Long Term Rental and General Admin Work:

• Complete LeadSimple Operations tasks by due date such as the list of tasks when a tenant moves in or out.
• Check general email inbox and respond promptly or tag the correct party
• Call utility companies for move ins and move outs accordingly and handle utilities in general
• Delinquency per office protocol
• Handle lease renewal process
• Coordinate property inspection process for long term property manager
• Property and Owner Onboarding (moving in tenants if property is occupied)
• Greeting clients/customers that come into the office
• Anything else needed to get the job done

Key Metrics:

• Maintenance satisfaction scores
• Timely completion of work orders based on priority
• 5 star customer service reviews
• LeadSimple task completion
• Lease renewals completed
• Requires minimal supervision

If you are passionate about helping people find a home and working as part of a dynamic team, this is the role for you!

Apply today!