Senior Maintenance Coordinator - Luxury Residential Portfolio

Job Description

Job Description

Benefits:

• Mileage reimbursement
• 401(k)
• Health insurance
• Paid time off

Senior Maintenance Coordinator – Luxury Residential Portfolio

Stay Awhile Villas
Beverly Hills and Malibu, California
$80,000–$95,000 per year, depending on experience
Full-time | In person

About Stay Awhile Villas

Stay Awhile Villas is a luxury vacation rental and property management company overseeing a portfolio of high-end residences throughout Malibu, Beverly Hills, and surrounding Los Angeles communities.

Our homes must be maintained at an exceptional standard. Maintenance issues must be identified quickly, documented properly, assigned to the correct person, and resolved with urgency and professionalism.

We are seeking an experienced Senior Maintenance Coordinator who can manage the daily maintenance operation across our luxury residential portfolio.

This is not an entry-level administrative position. The right candidate will have strong maintenance knowledge, excellent judgment, exceptional organizational skills, and experience coordinating technicians, vendors, property teams, and time-sensitive repairs.

Compensation and Benefits

• Annual salary of $80,000–$95,000, depending on experience
• Performance-based bonus opportunity
• Health insurance
• 401(k)
• Paid time off
• Mileage reimbursement for approved business travel

Work Location

This is a full-time, in-person position based between our Beverly Hills and Malibu offices.

The position will require regular communication with our field teams and occasional visits to properties throughout the portfolio.

Primary Responsibilities

Maintenance Request Management

• Monitor and manage all maintenance requests through Breezeway
• Review incoming reports for accuracy, urgency, and completeness
• Ensure every ticket includes clear descriptions, photographs, videos, access information, and relevant property details
• Create, assign, prioritize, track, and close maintenance tickets
• Follow up consistently until every issue is fully resolved
• Maintain accurate records of repairs, expenses, vendors, warranties, and recurring property issues
• Prevent maintenance requests from being overlooked, delayed, or closed prematurely

Troubleshooting and Diagnosis

• Gather the information necessary to diagnose maintenance issues remotely
• Ask the right questions before dispatching a technician or vendor
• Review photographs, videos, prior repair history, and equipment information
• Reduce unnecessary property visits through effective troubleshooting
• Determine whether an issue should be handled by a maintenance technician, host, housekeeper, inspector, field team member, specialist, or outside vendor
• Escalate complex issues to management when appropriate

The ideal candidate does not need to personally perform every repair but must understand maintenance well enough to recognize likely causes, ask informed questions, and determine the correct next step.

Scheduling and Dispatch

• Coordinate daily schedules for maintenance technicians and vendors
• Prioritize assignments based on guest impact, safety, property condition, access, and operational urgency
• Confirm appointments, property access, arrival times, and completion timelines
• Make sure technicians and vendors have the information, tools, parts, and access instructions needed to complete the work
• Coordinate maintenance around guest arrivals, departures, showings, inspections, and owner usage
• Minimize repeat visits, unnecessary expenses, and operational disruption

Vendor Management

• Identify, dispatch, and coordinate qualified third-party vendors
• Obtain written estimates, scopes of work, photographs, and completion timelines when required
• Compare pricing and recommend the most appropriate solution
• Confirm whether work requires management or owner approval before proceeding
• Monitor vendor responsiveness, workmanship, pricing, professionalism, and communication
• Hold vendors accountable for incomplete or unsatisfactory work
• Maintain a reliable network of plumbers, electricians, HVAC technicians, appliance technicians, locksmiths, pool professionals, general contractors, and other specialists
• Confirm that invoices match approved work and agreed pricing

Emergency Response

The Senior Maintenance Coordinator must be able to quickly recognize and respond to urgent situations, including:

• Water leaks and flooding
• Gas odors
• Sewage backups
• Electrical failures and power outages
• HVAC failures during occupied stays
• Plumbing stoppages
• Security and access concerns
• Appliance failures affecting guests
• Pool, spa, or equipment malfunctions
• Any maintenance problem that could cause property damage, create a safety concern, or materially affect a guest’s stay

A strong sense of urgency and sound judgment are essential.

Guest and Team Communication

• Communicate professionally and calmly with guests regarding maintenance concerns
• Acknowledge problems quickly and provide realistic updates throughout the repair process
• Coordinate with hosts, inspectors, housekeepers, portfolio managers, sales representatives, and operations leadership
• Clearly communicate what happened, what is being done, who is responsible, and when the issue is expected to be resolved
• Protect the guest experience while avoiding promises that cannot be kept
• Immediately escalate serious guest concerns, safety issues, or potential property damage

Preventative Maintenance

• Help build and manage preventative maintenance schedules for each property
• Track HVAC servicing, plumbing inspections, appliance maintenance, pool equipment, generators, electrical systems, roofs, drains, gates, security systems, and other critical property components
• Identify recurring failures and recommend permanent solutions
• Track equipment age, repair history, warranties, and replacement needs
• Help reduce emergency repairs, guest disruptions, and unnecessary maintenance spending
• Support inspections to ensure every property remains safe, functional, and presentation-ready

Cost and Quality Control

• Review repair recommendations critically rather than automatically approving every proposed expense
• Evaluate whether an item should be repaired, replaced, monitored, or deferred
• Identify overpriced, unnecessary, incomplete, or repetitive work
• Confirm that completed work has been photographed, tested, and documented
• Help management distinguish between urgent repairs, preventative work, cosmetic improvements, and lower-priority projects
• Protect company and property-owner funds while maintaining luxury standards

Required Qualifications

• At least four years of relevant experience in maintenance coordination, facilities management, residential property management, hotel engineering, construction coordination, or a related field
• Strong working knowledge of residential plumbing, electrical, HVAC, appliances, pools, access systems, and general building maintenance
• Experience coordinating multiple maintenance technicians and outside vendors
• Ability to review maintenance issues and make sound decisions without immediately dispatching a vendor
• Strong organizational and follow-through skills
• Excellent written and verbal communication
• Ability to manage a high volume of open items without losing track of details
• Comfortable using maintenance management software, mobile applications, email, photographs, videos, and shared tracking systems
• Ability to remain calm, professional, and decisive during emergencies
• Valid driver’s license, reliable transportation, and the ability to travel between the Beverly Hills office, Malibu office, and managed properties
• Ability to work full-time in person

Preferred Qualifications

• Experience with luxury residences, hotels, resorts, vacation rentals, multifamily properties, or private estates
• Experience using Breezeway or another computerized maintenance management system
• Experience supervising maintenance technicians or field personnel
• Familiarity with high-end appliances, smart-home systems, pools, spas, steam systems, generators, gates, and residential security systems
• Existing relationships with reliable Los Angeles-area maintenance vendors
• Experience reviewing estimates, scopes of work, and vendor invoices
• Bilingual English and Spanish communication skills are helpful but not required

Schedule and Availability

This is a full-time position that requires dependable in-person attendance.

The typical schedule will be based on business needs and will include regular weekday hours. Because Stay Awhile Villas operates luxury residences seven days a week, the successful candidate must also be willing to assist with occasional urgent matters outside normal business hours.

This does not mean the employee will personally perform every after-hours repair. It does mean the coordinator must recognize serious issues, communicate appropriately, and help mobilize the correct response when necessary.

The Successful Candidate Will

• Take ownership of maintenance requests from initial report through final resolution
• Prevent issues from falling through the cracks
• Make thoughtful decisions instead of simply forwarding messages
• Know when a situation is urgent and when it can wait
• Reduce unnecessary service calls and repeat visits
• Hold technicians and vendors accountable
• Communicate clearly with guests, employees, vendors, and management
• Protect our properties, guest experience, reputation, and financial resources
• Help create a more organized, preventative, and accountable maintenance operation

Stay Awhile Villas is seeking a mature, experienced professional who understands that maintaining luxury homes requires urgency, judgment, attention to detail, and exceptional follow-through.

Pay: $80,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• Health insurance

Work Location: In person