Project Coordinator – Occupied Maintenance

Role Overview

• Serve as the administrative support partner to Maintenance Managers, helping coordinate and track maintenance activities across occupied properties.
• Schedule and coordinate vendors and contractors to complete maintenance and repair work efficiently.
• Communicate with vendors, internal teams, and stakeholders to ensure maintenance issues are resolved promptly.
• Track multiple maintenance requests simultaneously, ensuring work orders are properly documented and updated.
• Maintain daily updates within project or maintenance management systems and ensure all communication is recorded.
• Assist with coordinating repairs related to common maintenance categories such as HVAC, plumbing, electrical, roofing, appliances, inspections, and general repairs.
• Work closely with departments such as Estimating, Purchasing, Vendor Management, and Bookkeeping to ensure smooth workflow.
• Monitor timelines and proactively identify potential delays or issues that could impact maintenance completion.
• Support maintenance managers with administrative and coordination tasks to ensure efficient service delivery.

Requirements

• Experience in Property Management, Maintenance Coordination, Construction Administration, Real Estate Operations, or Facilities Management.
• Strong multitasking and self-driven skills, with the ability to manage multiple maintenance requests simultaneously.
• Strong verbal and written English communication skills.
• Excellent attention to detail and administrative skills.
• Ability to quickly learn and adapt to new systems and maintenance management platforms.
• Professional phone manner and ability to communicate clearly with vendors and stakeholders.
• Calm and composed when dealing with urgent maintenance requests or issues.
• Proactive and solutions-oriented mindset.