Portfolio Maintenance Coordinator

Description

• Ensure vendors meet company insurance, licensing, and safety requirements prior to engagement.
• Communicate project and inspection updates proactively, ensuring stakeholders are informed of progress and potential risks.
• Collect, organize, and distribute inspection reports to appropriate internal stakeholders.
• Assist with collection and review of vendor proposals
• Support capital planning by identifying recurring maintenance issues and recommending long-term solutions.
• Track, document, and close out inspection deficiencies within required timelines.
• Maintain organized records of FLS inspections, permits, certifications, and related correspondence.
• Participate in maintenance-related planning meetings and process improvement initiatives.
• Coordinate routine/special property inspections
• Oversight of Fire Life Safety inspections and repairs
• Coordinate and manage all required Fire Life Safety (FLS) inspections across the portfolio, ensuring compliance with local codes and company standards.
• Ensure consistency in inspection standards, report formats, and recordkeeping across the portfolio.
• Review inspection trends and provide recommendations for prev maintenance or capital investment opportunities.
• Work closely with property management, construction, and leasing teams to ensure smooth execution of maintenance activities.
• Track open items and ensure timely resolution, maintaining accurate status logs and documentation.
• Build strong working relationships with preferred vendors to ensure consistent service delivery.
• Maintain an up-to-date vendor database, including contact details, service agreements, and performance metrics.
• Assist with scope development of work for repair and maintenance projects
• Coordinate project timelines and monitor progress to ensure quality and budget compliance.

Requirements

• Experience coordinating vendor services, developing scopes of work, and managing repair or maintenance projects from initiation through completion.
• Strong attention to detail with the ability to organize, track, and document multiple projects and inspections simultaneously.
• 2-4 years of experience in property management, facilities coordination, or commercial real estate maintenance.
• Working knowledge of building systems, including mechanical, electrical, plumbing, roofing, and fire/life safety.
• Self-motivated, resourceful, and capable of working independently while maintaining alignment with team objectives.
• Excellent time management skills, with the ability to balance competing priorities and meet deadlines in a fast-paced environment.
• Familiarity with inspection processes, preventive maintenance programs, and regulatory compliance standards.
• Clear and professional written and verbal communication skills for effective coordination with property managers, vendors, and internal stakeholders.
• Proven ability to build strong relationships across departments and with third-party service providers.
• Ability to interpret data and identify maintenance trends to support operational and capital planning decisions.
• Collaborative mindset with a focus on problem-solving and proactive issue resolution.
• Valid driver’s license and willingness to travel to properties within assigned regions as needed.
• High degree of accountability and ownership over assigned responsibilities.
• Proficiency in Microsoft Office Suite and property management software (Yardi, Angus, Building Engines, or similar platforms).

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance