Director of Maintenance Administration

Job Description

Job Description

Description:

About Fairgrove Property Management:

Fairgrove Property Management provides industry-leading residential property management services to real

estate investors and residents throughout Southern California. Founded in 1976, the Santa Ana, CA-based

company makes owning investment properties profitable and effortless. Four decades of experience in the

residential real estate sector empowers Fairgrove to deliver a combination of exceptional operational

expertise and innovative technology to both owners and residents. The company’s management approach

enables stress-free, passive investing for owners, and provides residents with quality housing where service is

the highest priority. Fairgrove Property Management operates in four major Southern California markets and

is rapidly expanding across the West.

Job Summary

Reporting to the Vice President of Maintenance & Construction, the Director of Maintenance Administration is responsible for leading the centralized coordination, dispatch, maintenance administration, and systems optimization functions across the company’s Roving maintenance operations.

Full-Time Salary Position

Compensation: $115,000 annually

Benefits Package:

Full-time

Benefit Package (Medical, Vision, Dental, and 401K)

Paid Time-Off

Requirements:

Centralized Coordination & Billing

• Lead, manage, and develop a hybrid team of U.S.-based and overseas Maintenance Coordinators.
• Oversee day-to-day maintenance coordination operations across multiple Southern California regions.
• Ensure effective scheduling and dispatching of a large team of in-house Roving Maintenance Technicians supporting routine repairs, preventative maintenance, emergencies, and turnovers.
• Establish clear accountability standards, performance expectations, and service-level expectations for Maintenance Coordinators.
• Develop and manage escalation processes for delayed, high-priority, or complex maintenance issues.
• Ensure maintenance coordination operations support technician efficiency, resident satisfaction, and responsiveness to Property Management teams.
• Uphold compliance with applicable codes, safety protocols, company policies, and internal operating standards.

Process Development & Operational Excellence

• Partner with Repairs & Maintenance and Construction & Vendor Leadership to design, refine, standardize, and implement maintenance coordination processes.
• Develop scalable workflows supporting:
  • Routine maintenance
  • Turnovers
  • Inspection programs
  • Billing and invoicing workflows
• Ensure consistent and effective operational execution across all regions.
• Identify operational bottlenecks and implement scalable process improvements to increase efficiency and service quality.
• Lead SOP development, implementation, and process-compliance initiatives across the department.
• Support the integration and operational alignment of newly acquired portfolios and companies.

Systems & Technology Leadership

• Serve as the departmental subject matter expert for maintenance management systems, technology platforms, and operational workflows.
• Lead the adoption of automation and agentic AI workflows to support maintenance coordination, scheduling, follow-up, documentation, reporting, and quality control.
• Drive adoption, optimization, and effective use of property management and maintenance technology platforms, including AppFolio and related operational systems.
• Evaluate and support the implementation of automation, AI-assisted coordination workflows, reporting tools, and other operational technology enhancements.
• Partner with leadership to develop and execute the future-state maintenance technology strategy.
• Train Maintenance Coordinators and managers on the effective use of AI tools and agent-supported processes.
• Partner with other department leaders to create and/or deliver cross-functional training related to maintenance technology platforms and workflows.
• Develop standardized reporting, dashboards, and visibility into maintenance operations and performance.

KPI Management & Reporting

• Develop, track, analyze, and report on key operational metrics, including:
  • Work order completion times
  • Technician utilization
  • Coordinator productivity
  • Scheduling efficiency
  • Response times
  • Maintenance backlog
  • Quality-control-related callbacks
  • Customer service metrics for internal and external customers
• Use reporting and operational analysis to identify trends, gaps, and opportunities for improvement.
• Translate operational data into actionable recommendations and process improvements.
• Provide regular operational reporting, performance insights, and recommendations to executive leadership.

Cross-Functional Collaboration

• Partner closely with:
  • Maintenance Leadership
  • Vendor Management
  • Property Management
  • Accounting
  • HR
• Ensure smooth coordination between field operations, Property Management teams, vendors, and residents.
• Support alignment between maintenance operations, vendor management, and project management activities.
• Foster strong communication and accountability across departments to ensure maintenance issues are resolved efficiently and effectively.

Qualifications:

• 7+ years of experience in maintenance operations, dispatch, facilities coordination, property management operations, or a related field.
• 3+ years of experience managing hybrid or distributed administrative and/or coordination teams.
• Strong experience leading high-volume maintenance coordination, dispatch, or field service operations.
• Deep understanding of:
  • Property management maintenance operations
  • Dispatching and scheduling systems
  • Maintenance coordination
  • Turnover coordination
  • Maintenance workflows
• Proven operational leadership and process improvement experience.
• Experience managing KPI-driven service operations and using data to improve performance.
• Advanced proficiency with AppFolio or similar property management systems.
• Strong systems-thinking, organizational, analytical, and problem-solving capabilities.
• Excellent communication, leadership, and accountability-management skills.
• Ability to build scalable processes and effectively manage operations across multiple regions.
• Experience working in rapidly growing or acquisition-driven organizations preferred.