Maintenance Billing & Scheduling Coordinator

Auben Realty; Kansas City (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

Auben Realty in Kansas City, MO seeks a Maintenance Billing & Scheduling Coordinator to manage billing for maintenance and property services, oversee work orders, and coordinate information flow with residents, owners, and field teams.

You will implement preventative maintenance, track vendor performance, and support project management with accurate cost control and timely communication to keep assets preserved and tenants satisfied.

Qualifications

• High school diploma or equivalent preferred.

Responsibilities

• Oversee the end-to-end billing process for maintenance and property-related services across the residential portfolio.
• Review, verify, and process vendor invoices to ensure accuracy, completeness, and compliance with company policies and owner guidelines.
• Monitor billing workflows to ensure timely invoice approvals, payment processing, and cost allocation to the appropriate properties and accounts.
• Investigate and resolve billing discrepancies, vendor payment issues, and invoice exceptions in a timely manner.
• Develop and maintain operational benchmarks for billing accuracy, processing efficiency, cost control, and vendor compliance.
• Oversee and coordinate all maintenance activities for our residential properties.
• Create and maintain an efficient operation with established benchmarks for standards, cost, quality, labor, material, safety, and housekeeping of materials.
• Monitor the maintenance dashboard to ensure the assignment of all new work orders and follow through on all existing work orders.
• Assess all work orders and ensure enough information for completion in order to correctly assign to the right vendor.
• Conduct regular property inspections to identify maintenance needs and ensure compliance with safety standards.
• Liaise with internal maintenance technicians, external contractors and vendors to ensure timely and quality service delivery.
• Gather all information and communicate clearly to vendors, ensuring rapid response time.
• Maintain maintenance metrics on a daily, weekly, and monthly basis to understand performance and evaluate for future improvement.
• Develop and implement a preventative maintenance program for capital expenditure items.
• Implement and maintain an inventory system of equipment, supplies, and parts.
• Provide information to the project management department / Account Managers in order to proactively make necessary and recommended long-term repairs.
• Stay current on subject matter trends, technology, and operational efficiencies and implement when appropriate.
• Work within set spending limits per property based on company and owner criteria.
• Perform other maintenance duties as requested.

Skills

Billing management

Operations management

Vendor management

Project coordination

Communication

Education

High school diploma or equivalent

Job description

Defined Role: Maintenance Billing & Scheduling Coordinator

The Maintenance Billing & Scheduling Coordinator is responsible for the short-term asset preservation of real estate assets within an owner’s portfolio. In doing so, the AMC is required to assess all work orders, ensuring there is enough information to assign and complete the work order to the standards of the maintenance department. The AMC will provide communication to residents, owners, and pod team members through the work order life cycle and will make long-term asset preservation recommendations to the project management team.

Who we seek:

We are igniting an effort which is nothing less than a drastic transformation of our entire approach and thought process around Asset Management’s procedures, processes & policies and cultural cultivation and at the center of this transformation is a key resource (you) who is an experienced change agent and is relentless in their pursuit of organizational excellence. As leaders, we passionately believe in our people, we noticeably want the best for our people and enthusiastically expect the best from our people.

Who we are:

We are investors, developers, owners and operators of Scattered Site Single Family, Multifamily and Build for Rent assets throughout the Midwest and Southeast and in our sights is an intense mission to dramatically change the way we function, communicate, engage, evaluate, execute, course correct and think about our organizational growth, operations and management activities. We operate a vertically integrated real estate investment platform with a group of wholly owned subsidiaries that includes real estate brokerage, property management, property maintenance, construction project management, marketing/advertising efforts that both support our own investment strategies as well as serve the 3rd party marketplace. We possess an insatiable desire for growth, accomplishment and making the impossible happen and you should too.

Working with us

you will be challenged daily to improve yourself, work harder and faster than ever before and to take your skillsets and ability to accomplish to levels never thought possible and take on your position as if it was your own business. Our organization sparks the entrepreneurial spirit to help people live up to their true potential. Are you up to the challenge?

In your DNA will be a fire that burns, and the result is an Insane passion and high energy for creating change, improvement, and the natural incapability of accepting below bar standards, mediocrity, or anything less than the best. We need the right transformational leader in this role and are investing heavily in our mission to grow. If you are up for the challenge, we want to engage with you! If you truly consider yourself special and are prepared to demonstrate how and why - we look forward to hearing from you.

Responsibilities include but not limited to:

Billing Invoice Management:

• Oversee the end-to-end billing process for maintenance and property-related services across the residential portfolio.
• Review, verify, and process vendor invoices to ensure accuracy, completeness, and compliance with company policies and owner guidelines.
• Monitor billing workflows to ensure timely invoice approvals, payment processing, and cost allocation to the appropriate properties and accounts.
• Investigate and resolve billing discrepancies, vendor payment issues, and invoice exceptions in a timely manner.

• Develop and maintain operational benchmarks for billing accuracy, processing efficiency, cost control, and vendor compliance.

Operations Management: Oversee and coordinate all maintenance activities for our residential properties.

• Create and maintain an efficient operation with established benchmarks for standards, cost, quality, labor, material, safety, and housekeeping of materials.

• Monitor the maintenance dashboard to ensure the assignment of all new work orders and follow through on all existing work orders.

• Assess all work orders and ensure enough information for completion in order to correctly assign to the right vendor.
• Conduct regular property inspections to identify maintenance needs and ensure compliance with safety standards.

Vendor Management: Liaise with internal maintenance technicians, external contractors and vendors to ensure timely and quality service delivery

• Gather all information and communicate clearly to vendors, ensuring rapid response time.

• Maintain maintenance metrics on a daily, weekly, and monthly basis to understand performance and evaluate for future improvement.

• Develop and implement a preventative maintenance program for capital expenditure items.

• Implement and maintain an inventory system of equipment, supplies, and parts.

Project Management: Provide information to the project management department / Account Mangers in order to proactively make necessary and recommended long-term repairs.

• Stay current on subject matter trends, technology, and operational efficiencies and implement when appropriate.

• Work within set spending limits per property based on company and owner criteria.

• Perform other maintenance duties as requested.

Education Requirements:

• High school diploma or equivalent preferred

Work Environment:

Position is primarily located in a well-lit office environment or in the field.

Equipment Operated:

Standard office equipment including computers, fax machines, copiers, telephone, calculators, etc. Maintenance equipment, supplies, and parts

Mental/Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or listen. May be some physical requirements.

Auben’s Core Values:

• TEAM ORIENTED
• SOLUTION ORIENTED
• SENSE OF URGENCY
• DIRECT/COMMUNICATIVE
• ACCOUNTABLE
• UNDERDOG DNA

Compensation:

Competitive, based on experience and market standards.

Equal Opportunity Employer:

Auben Realty is committed to fostering a diverse and inclusive workplace. We do not discriminate based on race, color, religion, gender, sexual orientation, national origin, disability, or any other protected status, ensuring fair employment practices across all aspects of our organization.