Maintenance Administrative Operations Coordinator

Maintenance Administrative Operations Coordinator

Reports To: Director of Property Services
Status: Full-Time

Position Summary

Provides administrative, billing, reporting, and operational support for Maintenance Advantage. Responsible for coordinating work from completion through documentation, invoicing, reporting, and closeout, while monitoring recurring maintenance programs and providing backup Dispatcher coverage.

Primary Responsibilities

• Review completed work orders for documentation, labor, materials, and billing readiness.
• Prepare and process MA invoices, third-party vendor billing, recurring billing, and accounts receivable follow-up.
• Monitor completed work not yet billed and follow up on missing pricing, documentation, or approvals.
• Coordinate recurring HOA maintenance work and prepare monthly HOA reports.
• Monitor active Turns, including deadlines, vendor scheduling, SDD requirements, move-in dates, and unresolved issues.
• Monitor H&S inspections from receipt through completion, reporting, follow-up, and reconciliation.
• Review and process technician notes, expense reports, and other required documentation.
• Maintain operational spreadsheets, trackers, reports, records, and recurring administrative workflows.
• Identify stalled work, missing information, and outstanding items and coordinate follow-up.
• Provide administrative guidance and workflow support to the Maintenance Dispatcher, including answering process questions and assigning administrative projects as needed.
• Support department audits, reconciliations, backlog cleanup, and process improvements.
• Maintain SOPs, templates, training materials, and administrative tools.
• Provide backup Dispatcher coverage, including work-order creation, dispatching, scheduling, vendor/technician coordination, and follow-up.

Systems

• AppFolio
• QuickBooks Online
• Vantaca
• HappyCo / Happy Inspector
• Microsoft Excel
• Microsoft Outlook
• Adobe Acrobat

Qualifications & Skills

• Strong organization and attention to detail.
• Strong written communication and follow-up skills.
• Comfortable with invoicing, billing records, accounts receivable, spreadsheets, and multiple software systems.
• Able to manage multiple priorities and recurring deadlines independently.
• Property management, maintenance coordination, invoicing, accounts receivable, dispatch, or operations administration experience preferred.
• Experience with AppFolio, QuickBooks Online, or Microsoft Excel is a plus.

Schedule

• Full-time position.
• Standard business hours, with flexibility as needed to support maintenance operations.
• Ability to provide coverage for the Maintenance Dispatcher during planned and unplanned absences.