Maintenance Operations Coordinator

Job Description

Job Description

Maintenance Operations Coordinator | New York, New York | $65, 000 per year | On-site

The Role

EqualAccess is partnering with a nonprofit affordable housing developer and community organization with deep roots in New York City. The Maintenance Operations Coordinator is the operational hub between tenants, handymen, porters, and external contractors, making sure work orders move, repairs get done, and nothing falls through the cracks.

This is a coordination and decision-making role, not a passive administrative one. You will be triaging incoming maintenance requests, making real-time calls about who handles what and when, and holding the team accountable to timelines. You are the person who keeps the system honest. This is not a facilities technician role. You will not be performing repairs yourself. The work is coordination, communication, and follow-through.

What This Role Is, and Is Not

This role is:

• A supervisory, operations-focused coordinator position with real accountability over work order flow and tenant outcomes

• The primary point of contact between maintenance staff, contractors, property managers, and tenants on repair and compliance matters

• Hands-on with property management software (Yardi) for logging, tracking, invoicing, and reporting

• A role that requires judgment, not just task completion, including deciding when a handyman can handle something and when to escalate to the Facility Manager

This role is NOT:

• A passive, inbox-management type of admin job

• A role where someone else sets the priorities for you each morning

• Remote or hybrid in any capacity

• A stepping stone for someone who wants to move into a trades or facilities technician path

Required Experience & Traits

• Minimum 2 years of experience in customer service, hospitality, property management, or a similarly fast-moving coordination environment

• Comfortable working in Yardi or a comparable property management platform (experience in Yardi specifically is a strong plus)

• Proficient in Microsoft Office, including Word, Excel, and Outlook, used daily for communication and documentation

• Familiar with OSHA standards and basic health and safety compliance requirements

• Able to manage several active priorities at once without losing track of details or letting follow-up slide

• Strong communicator, in writing and by phone, with tenants, contractors, and internal colleagues at different levels

• Bilingual in English and Spanish, or English and Mandarin/Cantonese, is a significant plus given the communities served

• A high school diploma or equivalent is required. A formal administrative or secretarial credential is a bonus, but not the point. Execution and judgment matter more

Key Responsibilities

Work Order Management

• Receive, create, and assign work orders as they come in, prioritizing by urgency and matching task complexity to the right handyman or vendor

• Maintain accurate, up-to-date records of all maintenance requests, repairs, and preventive maintenance activity in Yardi

• Process invoices and purchase orders in Yardi as work is completed and billing is received

Scheduling & Coordination

• Schedule repair appointments at times that work for both the tenant and the assigned handyman

• Coordinate with external contractors and vendors for monthly and as-needed service visits

• Help organize and document property inspections covering building systems, elevators, and fire alarms

Tenant Communication & Compliance

• Conduct follow-up with tenants within 24 hours of completed repairs to confirm satisfaction

• Address maintenance-related lease violations through written correspondence and phone outreach, ensuring compliance with health and safety codes, fire regulations, and OSHA standards

People & Supervision

• Directly supervise the Tenant Coordinator, including bi-weekly one-on-ones, ongoing coaching, and timely, specific feedback

• Support and communicate with handymen and porters to resolve issues as they arise, keeping Yardi updated with current details throughout

Reporting & Escalation

• Provide regular updates to Property Managers on the status of ongoing maintenance work and flag urgent issues before they become problems

• Identify recurring maintenance issues and track patterns in preventive maintenance completion to surface operational improvements

Why EqualAccess

EqualAccess partners with best-in-class organizations and supports candidates beyond placement. Every candidate we place receives 3 months of post-hire coaching and career support, ensuring long-term success and growth.