Maintenance Coordinator

Description

Job Title: Maintenance Coordinator

Reports to: Maintenance Manager

THE OPPORTUNITY 

The Maintenance Coordinator owns the day-to-day planning, scheduling, inspection, vendor coordination, ordering, documentation, and follow-through required to move apartment unit turns from notice through maintenance readiness and closeout. Reporting to the Maintenance Manager, this role reduces the administrative and inspection burden previously carried by the Maintenance Manager while keeping Encasa accurate, schedules realistic, vendors accountable, and handoffs clear. The Maintenance Coordinator is expected to actively manage the turn pipeline, identify risks early, inspect quality, communicate delays, and escalate decisions that require Maintenance Manager or property-leadership support.

KEY JOB RESPONSIBILITIES 

• Own the unit-turn pipeline from notice through maintenance closeout, including notice review, Planning Walk scheduling, TQMR inspection, make-ready scheduling, vendor coordination, maintenance quality review, remedial follow-up, and Encasa closeout.
• Review notice, vacant, pre-leased, down, standard, upgrade, vendor-supported, and accelerated turns in Encasa each workday.
• Maintain an accurate, realistic, and leveled make-ready calendar that reflects move-out dates, move-in commitments, staffing, technician skill, Neighborhood Services support, vendor capacity, material timing, housekeeping, inspections, service-request workload, and property priorities.
• Identify and correct schedule clumping before ready dates are relied on for leasing commitments; immediately communicate dates that cannot be supported.
• Schedule and complete Planning Walks when required to identify visible scope, long-lead materials, appliances, flooring, paint, specialty work, safety concerns, recurring issues, vendor needs, and readiness risks.
• Complete the full TQMR Inspection within 24 hours after move-out and document all deficiencies, life/safety needs, chargeable damage, task ownership, photos when applicable, and internal-versus-vendor scope in Encasa.
• Conduct all unit-turn inspections previously assigned to the Maintenance Manager, including active-turn field checks, inspection of internal and vendor-completed work, creation and tracking of remedial items, and confirmation that the unit is ready for Community Manager Final Inspection.
• Build and maintain the turn work plan in Encasa, including unit number, dates, assigned resources, task sequence, due dates, vendor dates, housekeeping timing, Final Inspection timing, Agent Walk-Through timing, notes, and delay reasons.
• Coordinate daily unit-turn priorities with service technicians, Neighborhood Services technicians, housekeepers, vendors, the Maintenance Manager, and the Community Manager.
• Confirm assignments match the approved and leveled schedule; resolve access, scope, material, vendor, staffing, or timing issues before they delay execution.
• Order and schedule all approved third-party vendor services related to unit turns through Encasa, ensuring the scope is clear and a valid purchase order is in place before work begins in accordance with the No PO, No Pay standard.
• Confirm vendors are approved, provide complete access and scheduling instructions, track arrival and completion, document delays, inspect finished work, and escalate repeat quality or performance concerns.
• Coordinate the timely ordering and delivery of turn-specific materials, appliances, flooring, paint, hardware, keys, access devices, and specialty items identified during planning or inspection.
• Monitor turn progress throughout the day; confirm technicians, vendors, and housekeepers are working in the correct sequence; and adjust the plan only for legitimate scope, safety, material, vendor, staffing, access, or move-in risks.
• Ensure Encasa remains the source of truth by updating assignments, dates, status, notes, vendor activity, incomplete work, remedial items, and next actions before the end of each workday.
• Verify life/safety items are prioritized and resolved before a unit is presented for Final Inspection.
• Inspect completed internal and vendor work for scope, function, quality, cleanliness, and readiness; do not release a unit for Final Inspection until required work and remedial items are complete or clearly documented.
• Coordinate with the Community Manager on Final Inspection timing and provide factual status updates on units at risk, delayed vendor work, material issues, inspection failures, and move-in concerns.
• Track VAR daily against the company minimum and operating goal, prioritize units closest to ready, and prepare recovery actions when ready inventory is at risk.
• Review PMI defects, failed inspections, vendor rework, missed deadlines, aging tasks, and recurring quality issues to identify coaching, process, checklist, or vendor improvements.
• Escalate immediately to the Maintenance Manager when a scheduled move-in may be missed; a major scope, budget, safety, habitability, staffing, access, vendor, or material issue exists; a repair-versus-replacement decision is needed; or the established plan cannot be supported.
• Support weekly maintenance huddles with accurate updates on upcoming move-outs and move-ins, VAR, heavy turns, vendor schedules, risks, inspection results, PMI trends, and weekly readiness goals.
• Maintain professional, timely communication and complete other unit-turn coordination duties assigned by the Maintenance Manager.

ROLE AUTHORITY AND ESCALATION 

• The Maintenance Coordinator owns routine turn scheduling, inspections, Encasa administration, approved turn-vendor ordering, vendor follow-up, quality checks, and daily coordination.
• The Maintenance Manager retains direct supervision of the role and final decision authority for staffing, HR matters, team performance, general parts and supplies, service-request operations, significant budget decisions, safety or habitability escalations, repair-versus-replacement decisions, and conflicts between service-request and turn priorities.
• The Coordinator must not commit to unsupported ready dates, unapproved scope, unbudgeted work, or vendor work without an Encasa task and valid purchase order.
• The Coordinator is responsible for bringing risks forward early with a recommended next action, not merely reporting that a deadline was missed.

CANDIDATE PROFILE 

• Experience in multifamily maintenance, unit-turn coordination, property operations, construction coordination, vendor management, or a related field.
• Working knowledge of apartment make-ready standards, unit inspections, work sequencing, vendor scopes, purchase orders, and move-in readiness.
• Strong organizational and scheduling skills with the ability to manage multiple units, deadlines, vendors, and changing priorities without losing detail.
• Ability to inspect apartment systems and finishes, identify deficiencies, distinguish internal work from vendor work, and determine when technical or leadership support is required.
• Strong computer and mobile-system proficiency; experience with Encasa or a comparable property-maintenance system preferred.
• Clear written and verbal communication skills, including concise documentation, vendor direction, status reporting, and escalation.
• Sound judgment, follow-through, urgency, and accountability for deadlines and quality.
• Ability to work independently within established standards while taking direction from the Maintenance Manager.
• Knowledge of workplace safety, Fair Housing expectations, vendor compliance, and purchasing controls preferred.
• Ability to work a flexible schedule based on inspections, turns, vendor activity, and move-in needs.

PHYSICAL REQUIREMENTS 

• Regularly walk apartment homes, stairs, grounds, and active work areas to complete inspections and verify progress.
• Frequent standing, walking, bending, reaching, and use of mobile devices or computers.
• Ability to lift and carry supplies, tools, keys, inspection materials, and similar items consistent with property needs.

BENEFITS 

• Competitive base salary and performance bonus.
• A robust package of health benefits, 401(k) matching, paid vacation, and employer-paid short- and long-term disability, among other benefits.
• Educational assistance and reimbursement to support continued learning.
• Eight paid hours per year of Volunteer Time Off to serve the organization of your choice.
• Access to employee discounts through BenefitHub.