F&F Properties ยท 9 hours ago
Maintenance Coordinator
San Diego, CA
Full-time
Onsite
Entry Level
$23/hr - $25/hr
1+ years expF&F Properties is seeking a Maintenance Coordinator to manage resident maintenance requests and work order execution. This role involves coordinating schedules, communicating with residents, and supporting the maintenance department to ensure timely service delivery.
Property DevelopmentProperty ManagementReal EstateRentalRental Property
Responsibilities
Work order intake, documentation, and routing (resident requests, property manager requests, preventive tasks)
Scheduling and dispatch coordination for technicians and vendors under the priorities set by the Maintenance Manager
Resident communication: acknowledgements, scheduling windows, access coordination, updates, and closure follow-up
Work order monitoring and escalation: aging reports, stalled work, parts delays, repeat requests, and safety concerns
Administrative support: vendor COIs/W-9s, purchase order support, invoice processing coordination, filing, and reporting
Parts/supply coordination and inventory tracking support (ordering per direction and within limits)
Receive maintenance requests via phone, email, resident portal/app, and internal teams; ensure requests are captured promptly
Ask clarifying questions to ensure accurate problem description, photos (when available), unit access details, and contact information
Create, code, and categorize work orders in the work order system; attach notes, photos, and relevant history
Identify emergencies using established criteria (e.g., no heat in extreme temps, active leaks, electrical hazards, gas odor) and follow emergency escalation procedures
Route work orders to the appropriate technician/vendor queue per standard categories and manager direction
Maintain daily/weekly schedules for maintenance technicians, balancing location, workload, priority, and required skill sets
Schedule resident appointments and coordinate unit access (lockbox/keys/tenant presence) with Property Managers and residents
Coordinate vendor appointments for specialized trades and ensure access instructions, scope, and expectations are communicated
Monitor calendars for conflicts, travel time, and turn deadlines; propose schedule adjustments to the Maintenance Manager
Document scheduled times/windows and confirm appointments; send reminders as appropriate
Serve as a primary contact for residents regarding maintenance requests and scheduling
Provide timely status updates and set clear expectations on next steps, timing, and access requirements
Handle routine questions and concerns with professionalism; de-escalate appropriately and escalate sensitive or repeated issues to the Maintenance Manager
Close the loop after completion (confirmation, satisfaction check, and documentation of any follow-up needs)
Run and maintain daily/weekly work order aging reports; flag overdue, high-risk, or repeat work orders
Track completion notes and required documentation; follow up with technicians/vendors when notes, photos, or receipts are missing
Identify patterns (repeat repairs, frequent vendor delays, recurring resident complaints) and share insights with the Maintenance Manager
Support turn tracking by maintaining a turn board/list and coordinating scheduling updates with Property Managers
Maintain vendor contact lists, COIs, W-9s, licenses (as applicable), and service area coverage information
Assist with bid coordination by scheduling vendor walk-throughs and organizing submitted quotes for review
Support purchase order requests and invoice processing: collect required documentation, match invoices to work orders/scopes, and route for approval
Maintain organized digital and paper files for work orders, vendor documentation, warranties, manuals, and service records
Track commonly used parts and supplies; maintain reorder points and propose orders to the Maintenance Manager
Place supply orders as directed and within delegated authority; ensure deliveries are received and documented
Coordinate tool/equipment maintenance requests and communicate needs to the Maintenance Manager
Qualification
Required
1-3 years of administrative, scheduling, customer service, property management, or maintenance coordination experience
Strong organization and follow-through; ability to manage a high volume of work orders with accuracy and urgency
Excellent phone, email, and written communication skills; comfort handling difficult conversations professionally
Proficiency with Microsoft Office (Outlook, Excel, Word); ability to learn work order/property management systems quickly
Ability to maintain confidentiality and use good judgment with resident and employee information
Benefits
Full health benefits after 30 days of employment
Paid time off programs - vacation, sick, holidays.
Rental Discount: $500/month for employees living in one of our properties, after 90 days of employment
Benefits: Healthcare, 401K, paid time off, and more
Company
F&F Properties
At F&F, our seasoned team of over 50 experts brings a wealth of experience to every facet of real estate investment and management.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase