Maintenance Coordinator

Integrity Capital Management Solutions, LLC | Contract Maintenance Coordinator Kansas City, United States | Posted on 07/05/2026 The Maintenance Coordinator is responsible for overseeing and coordinating all maintenance operations across the property portfolio. This role serves as the central point of communication between residents, property management, maintenance technicians, vendors, and ownership to ensure maintenance requests are handled efficiently from intake through completion. The Maintenance Coordinator is responsible for managing work order workflows, dispatching maintenance requests, coordinating vendors, tracking project progress, ensuring timely communication, and maintaining accurate maintenance records. This position plays a critical role in ensuring high-quality customer service, operational efficiency, accountability, and resident satisfaction while supporting the overall maintenance department. Core Responsibilities Work Order Coordination Monitor and manage maintenance work orders across all managed properties. Review incoming maintenance requests to ensure sufficient information, photos, and documentation are provided before dispatch. Prioritize work orders based on urgency and established maintenance response standards. Assign work orders to maintenance technicians or vendors based on skillset, location, and availability. Monitor open, overdue, and incomplete work orders and proactively follow up to ensure timely completion. Maintain accurate work order notes, documentation, and communication within the property management system. Ensure completed work orders contain proper documentation, photos, receipts, and completion notes before closing. Maintenance Dispatch & Scheduling Coordinate daily maintenance schedules for in-house maintenance technicians. Schedule vendor appointments, inspections, and specialized repair services. Coordinate access to occupied and vacant units as necessary. Manage emergency maintenance requests and assist with dispatching after-hours service providers when needed. Adjust maintenance schedules based on changing priorities and emergency situations. Coordinate with contractors, vendors, and service providers regarding maintenance repairs and projects. Obtain estimates and proposals as directed. Schedule vendor site visits and monitor repair timelines. Track vendor performance and completion of assigned work. Maintain vendor documentation including insurance certificates, W-9s, licenses, and contact information. Communicate vendor updates to property management and maintenance leadership. Resident & Property Management Communication Serve as the primary communication liaison regarding maintenance requests. Provide residents with updates regarding scheduling, repair timelines, and work order status. Communicate maintenance concerns and project updates with Property Managers. Assist with coordinating access for occupied units and communicating appointment windows. Ensure professional, courteous, and timely communication with residents and vendors. Maintenance Administration Maintain organized maintenance records, invoices, vendor documentation, warranties, and equipment information. Process maintenance invoices for approval and coding when applicable. Track maintenance supply requests and assist with inventory coordination. Maintain preventative maintenance schedules and recurring service contracts. Assist with preparing maintenance reports, work order summaries, and operational metrics. Operational Support Assist the Director of Maintenance with coordinating daily maintenance operations. Maintain visibility of ongoing maintenance activity across the property portfolio. Track recurring maintenance issues and identify trends requiring long-term solutions. Assist with coordinating unit turns, make-ready schedules, inspections, and maintenance readiness. Support capital improvement projects by coordinating vendors and monitoring timelines. Accountability & Workflow Oversight Ensure maintenance requests move efficiently through the entire workflow from submission to completion. Monitor technician workloads and work order aging. Follow up on delayed repairs and vendor performance. Identify workflow bottlenecks and recommend operational improvements. Maintain accountability through consistent documentation, communication, and follow-up. Process Improvement & Performance Management Identify opportunities to improve maintenance workflows and operational efficiency. Assist with developing and maintaining maintenance procedures and standard operating practices. Support implementation of technology and automation tools to improve maintenance operations. Promote continuous improvement within the maintenance department. Qualifications Strong organizational, communication, and customer service skills. Experience in maintenance coordination, property management, facilities management, or administrative operations preferred. Experience using property management software such as AppFolio or similar platforms preferred. Ability to prioritize multiple work orders and operational tasks simultaneously. Strong attention to detail and follow-through. Excellent problem-solving and time-management skills. Comfortable communicating with residents, maintenance staff, vendors, and management. Proficient with Microsoft Office, Google Workspace, email, spreadsheets, and maintenance management software. Ability to maintain professionalism in a fast-paced environment. Knowledge of residential maintenance operations preferred. Role Structure Reports to Director of Maintenance. Works closely with Property Managers, Leasing, Accounting, Maintenance Technicians, and approved vendors. Functions as the operational hub for maintenance coordination, communication, scheduling, and workflow management across the property portfolio. Performance Metrics The Maintenance Coordinator will be evaluated based on: Timely assignment and completion of maintenance work orders. Work order response and completion times. Resident communication and customer service responsiveness. Vendor coordination and project follow-through. Accuracy of maintenance documentation and record-keeping. Reduction of overdue work orders. Effectiveness of maintenance scheduling and dispatch. Preventative maintenance compliance. Maintenance KPI reporting and operational visibility. Overall organization, accountability, and efficiency of maintenance operations. Requirements Education High school diploma or GED required. Associate's degree in Business Administration, Property Management, Facilities Management, Construction Management, or a related field preferred. Experience Minimum of 2 years of experience in maintenance coordination, property management, facilities management, construction administration, or a similar operational role preferred. Experience working with residential or commercial maintenance operations is preferred. Experience coordinating vendors, contractors, or maintenance technicians is highly desirable. Experience using property management or work order software (such as AppFolio, Yardi, Buildium, or similar systems) preferred. Knowledge, Skills & Abilities Excellent organizational and time management skills with the ability to prioritize multiple tasks simultaneously. Strong verbal and written communication skills. Excellent customer service and conflict resolution abilities. Strong attention to detail with exceptional follow-through. Ability to work independently while collaborating effectively with multiple departments. Ability to make sound decisions and prioritize maintenance requests based on urgency. Strong problem-solving and critical-thinking skills. Ability to maintain confidentiality and professionalism in all situations. Ability to work effectively in a fast-paced environment with frequent interruptions and changing priorities. Ability to build positive working relationships with residents, vendors, contractors, and internal staff. Technical Skills Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) preferred. Proficient in property management software and maintenance work order systems. Ability to learn new software and technology quickly. Comfortable using mobile applications, scheduling software, and digital communication platforms. Physical Requirements Ability to occasionally visit occupied and vacant properties for inspections or vendor coordination. Ability to lift up to 25 pounds occasionally. Ability to operate standard office equipment, including computers, printers, and mobile devices. Must possess a valid driver's license and maintain reliable transportation for occasional travel between properties, if required. #J-18808-Ljbffr