Maintenance Coordinator

Job Description:\n\nMaintenance Coordinator\nCompany: I360 Property ManagementAddress: 1035 Wayne Ave, Suite J, Chambersburg, PA 17201Position Type: Full-TimeCompensation: $_18-23 per hourSchedule: Monday–Friday, 8:30 AM–5:00 PM, with occasional evening or weekend availability as neededWork Location: Office setting with occasional visits to rental properties.\n\nPosition Overview\nI360 Property Management is seeking a highly organized, motivated, and detail-oriented Maintenance Coordinator to assist in managing the daily maintenance operations of our rental property portfolio.\nThe Maintenance Coordinator plays an essential role in ensuring maintenance requests, contractor assignments, property repairs, estimates, owner approvals, work orders, and billing processes are handled efficiently and accurately.\nThis position serves as a primary point of communication between the Maintenance Manager, property owners, outside vendors, maintenance contractors, property management staff, and accounting department.\nThe Maintenance Coordinator is responsible for following through on outstanding estimates, obtaining necessary repair approvals, monitoring contractor performance, reviewing completed work orders, and ensuring projects move forward without unnecessary delays.\nThe ideal candidate is a proactive problem-solver who takes ownership of responsibilities, communicates effectively, and can manage multiple projects in a fast-paced environment.\nEssential Job Responsibilities\n\n Maintenance Operations & Coordination\n\nAssist the Maintenance Manager with overseeing day-to-day maintenance operations across company-managed rental properties.\nMonitor maintenance requests and active work orders to ensure repairs are addressed in a timely manner.\nReview work order priorities based on urgency, safety concerns, property conditions, and tenant needs.\nCoordinate with the Maintenance Scheduler to ensure maintenance work is assigned and scheduled appropriately.\nMonitor project progress and follow up on incomplete, delayed, or outstanding maintenance work.\nIdentify potential maintenance problems and bring concerns to the Maintenance Manager when necessary.\nEnsure contractors and staff receive clear information regarding maintenance expectations and project priorities.\nMaintain organized records of maintenance projects, repairs, and ongoing work.\nAssist with resolving maintenance issues that require additional communication or coordination between departments.\n2.

Estimates, Vendors & Contractor Follow-Up\n\nRequest and obtain repair and maintenance estimates from outside vendors and maintenance contractors.\nFollow up consistently with contractors and vendors regarding outstanding estimates and requested pricing.\nEnsure estimates are received within reasonable timeframes to prevent unnecessary project delays.\nReview estimates for completeness, including scope of work, labor, materials, pricing, and anticipated timelines.\nRequest clarification or revised estimates when information is missing or unclear.\nObtain multiple estimates when required by company procedures or management.\nTrack all estimates from the initial request through approval, scheduling, and completion.\nMaintain organized records of estimates, vendor communications, and pending decisions.\nFollow up with vendors and contractors regarding project availability, material delays, and anticipated start dates.\nCommunicate approved estimates to the Maintenance Scheduler so repairs can be scheduled promptly.\nNotify the Maintenance Manager of unusually high estimates, significant pricing differences, or unresolved vendor concerns.\nHelp ensure approved work stays within the authorized scope and budget.\n3.

Property Owner Communication & Approvals\n\nCommunicate professionally with property owners regarding maintenance concerns, recommended repairs, estimates, and project updates.\nSubmit repair estimates to property owners for review and approval when required.\nFollow up with property owners regarding outstanding estimates and pending repair authorizations.\nAnswer owner questions regarding proposed work, contractor recommendations, estimated costs, and project timelines, escalating technical or financial questions when appropriate.\nDocument owner approvals, denials, questions, and changes to proposed repairs.\nEnsure repairs requiring owner authorization are not scheduled or started until appropriate approvals are received, except where emergency procedures or existing management authority permit.\nCommunicate changes in repair costs or scope of work to owners when additional authorization is necessary.\nKeep owners informed of significant project delays, repair complications, and completed work as appropriate.\nCoordinate with property management staff to ensure owner communication is accurate and consistent.\nMaintain an organized tracking system for estimates awaiting owner approval.\nEscalate unresolved owner concerns or disputes to the Maintenance Manager.\n4.

Contractor Hours & Performance Review\n\nReview contractor hours and time entries to ensure accuracy and reasonableness.\nCompare reported labor hours against completed work and available documentation.\nIdentify potential discrepancies in contractor time, materials, or repair charges.\nFollow up with contractors regarding missing information, excessive labor hours, or incomplete work descriptions.\nMonitor contractor performance, productivity, responsiveness, and completion timelines.\nCommunicate concerns regarding contractor quality, attendance, or reliability to the Maintenance Manager.\nAssist with maintaining accountability for contractor work, documentation, and company standards.\nWork with the Maintenance Scheduler to address contractor availability or recurring scheduling concerns.\n5.

Work Order Review, Auditing & Quality Control\n\nReview work orders for completeness, accuracy, and proper documentation.\nConduct audits of closed work orders before they are approved for billing.\nVerify that contractor notes and work descriptions accurately reflect repairs completed.\nReview contractor labor hours, materials, charges, and supporting documentation.\nIdentify missing details, duplicate charges, inaccurate entries, and other discrepancies.\nCommunicate with contractors or staff to resolve incomplete or inaccurate work orders.\nVerify that required estimates and authorizations are documented when applicable.\nEnsure completed work orders meet company documentation and quality standards.\nReview work orders before changing their status to "Ready to Bill."\nFollow up on work orders that cannot be approved due to missing or incorrect information.\nEscalate concerns involving incomplete work, excessive charges, or quality issues to management.\n6.

Billing & Accounting Coordination\n\nWork closely with the Controller and accounting department to ensure maintenance billing is accurate and timely.\nVerify contractor labor hours, materials, approved estimates, and repair charges before work orders are submitted for billing.\nConfirm that final charges are consistent with approved work and properly documented changes.\nAssist with identifying and correcting billing discrepancies.\nCommunicate with contractors to obtain missing invoices, supporting documentation, or corrected billing information.\nEnsure work orders are properly reviewed and marked ready for billing in a timely manner.\nWork with accounting to resolve questions concerning maintenance charges.\nHelp minimize billing errors, duplicate charges, and unnecessary delays.\n7.Maintenance Manager Support & Internal Communication\n\nAssist the Maintenance Manager, including Randy, with daily maintenance coordination and administrative follow-up.\nMonitor designated Maintenance Manager emails and identify items requiring attention, follow-up, or action.\nRespond to internal team members and contractors on the Maintenance Manager's behalf when authorized.\nCommunicate maintenance priorities, project updates, and outstanding concerns to appropriate staff members.\nKeep property management and office teams informed of delayed repairs, project progress, and completed work.\nNotify relevant departments when vacant properties have completed required maintenance work or when delays may impact readiness.\nCoordinate information between contractors, vendors, management, and accounting.\nIdentify urgent issues requiring immediate management attention.\nFollow through on assigned responsibilities to ensure important requests are not overlooked.\nProvide organized maintenance updates to the Maintenance Manager as requested.\n8.

Property Inspections & Preventative Maintenance\n\nReview annual property inspections and identify maintenance concerns requiring attention.\nCoordinate with property management staff to clarify inspection findings when necessary.\nEnsure identified repairs are entered into the maintenance work order system.\nRequest estimates for inspection-related repairs when appropriate.\nCoordinate necessary owner approvals before proceeding with work.\nWork with the Maintenance Scheduler to arrange inspection-related repairs.\nMonitor outstanding inspection items and follow up through completion.\nIdentify recurring maintenance concerns and opportunities for preventative maintenance.\nAssist with scheduling and tracking preventative maintenance projects.\nConduct property visits when needed to review maintenance concerns or verify work.\n9.

Vacant Property & Turnover Coordination\n\nMonitor maintenance projects associated with vacant properties and rental turnovers.\nWork with the Maintenance Scheduler to prioritize repairs necessary to prepare properties for occupancy.\nFollow up with contractors and vendors regarding estimated completion dates.\nCommunicate significant project delays or repair concerns to property management staff.\nCoordinate estimates and approvals for additional repairs discovered during turnover work.\nTrack outstanding repairs that may affect property readiness.\nHelp ensure maintenance work is completed according to company expectations and required timelines.\n10.

Reporting, Organization & Process Improvement\n\nMaintain accurate records of outstanding estimates, owner approvals, contractor updates, and active maintenance projects.\nTrack overdue work orders and projects requiring additional follow-up.\nMaintain an organized list of estimates awaiting vendor responses or owner approval.\nProvide management with updates regarding pending repairs, delayed projects, and billing concerns.\nIdentify opportunities to improve maintenance communication, documentation, accountability, and workflow.\nAssist in developing consistent procedures for estimate management, work order review, and billing approval.\nProactively address operational issues to minimize unnecessary maintenance delays.\nCollaborate with other departments to improve overall maintenance efficiency and service.\n\nRequired Qualifications\n\nPrevious experience in maintenance coordination, property management, construction administration, contractor management, or a related field preferred.\nStrong organizational skills and ability to manage multiple projects and responsibilities simultaneously.\nExcellent verbal and written communication skills.\nAbility to communicate professionally with property owners, tenants, vendors, contractors, and coworkers.\nStrong attention to detail when reviewing estimates, contractor hours, work orders, and invoices.\nAbility to independently prioritize responsibilities and follow through on outstanding tasks.\nStrong problem-solving skills and sound judgment.\nAbility to work efficiently in a fast-paced environment.\nProficiency with email, spreadsheets, computers, and general office software.\nAbility to learn and use property management and maintenance work order systems.\nBasic understanding of residential maintenance and repair processes preferred.\nAbility to work independently while collaborating with multiple departments.\nMust possess a valid driver's license.\n\nProfessional Competencies\nCustomer Service: Responds promptly to requests, communicates professionally, and follows through to ensure concerns are addressed.\nCommunication: Listens carefully, provides clear information, and communicates effectively by phone, email, and text.\nOrganization & Planning: Prioritizes responsibilities, manages competing deadlines, and maintains accurate records.\nAccountability: Takes ownership of assigned tasks and ensures appropriate follow-up through completion.\nProfessionalism: Demonstrates tact, patience, and a respectful approach when dealing with challenging situations.\nJudgment: Makes sound decisions, identifies potential problems, and involves the appropriate individuals when necessary.\nAdaptability: Handles changing priorities, urgent maintenance concerns, and multiple ongoing projects.\nIntegrity: Treats others respectfully, maintains confidentiality, and acts honestly and ethically.\nInitiative: Proactively identifies outstanding issues and takes appropriate action without requiring constant reminders.\nTeamwork: Works effectively with the Maintenance Manager, Scheduler, Controller, contractors, and other company departments.\nReliability: Consistently follows through on commitments and can be counted on to fulfill responsibilities.\nPosition Performance Expectations\nSuccess in this role will be evaluated based on:\n\nTimely follow-up on requested estimates and outstanding vendor responses.\nConsistent communication with property owners regarding estimates and pending approvals.\nAccuracy of contractor hours and completed work order reviews.\nReduction in billing discrepancies and incomplete work order documentation.\nTimely processing of completed work orders for billing.\nEffective communication with the Maintenance Manager and other departments.\nConsistent follow-through on outstanding maintenance requests and projects.\nAccurate tracking of estimates, approvals, and pending repairs.\nTimely resolution of inspection-related repairs and vacant property maintenance needs.\nOverall organization, accountability, and efficiency of maintenance operations.\n\nBenefits\n\nPaid Time Off: Up to four weeks accrued, subject to company policy.\n401(k): Up to 4% company matching, subject to plan terms.\nPaternity Leave: One week.\nHoliday Pay: Paid company holidays, including your birthday.\n\nWork Schedule & Location\nThis is a full-time, primarily office-based position located at 1035 Wayne Ave, Suite J, Chambersburg, PA 17201.

Occasional travel to company-managed rental properties is required.\nThe standard schedule is Monday through Friday, 8:30 AM to 5:00 PM.

Limited evening or weekend availability may be required based on maintenance emergencies or business needs.\nAdditional Information\nThe Maintenance Coordinator is expected to demonstrate professionalism, reliability, strong communication, and consistent follow-through while supporting the company's maintenance operations.\nThis job description outlines the general duties and expectations of the position.

Responsibilities may be adjusted or ex

Full-time