Maintenance Coordinator

i360 Property Management; Chambersburg (Franklin County); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Paid Time Off

401(k)

Paternity Leave

Holiday Pay

Job summary

I360 Property Management is seeking a highly organized Maintenance Coordinator to oversee day-to-day maintenance across our Chambersburg properties. You will coordinate estimates, contractor work, and owner approvals while ensuring timely, accurate billing and documentation.

The role emphasizes proactive problem-solving, clear communication with owners and vendors, and efficient management of multiple projects in a fast-paced office setting. Office-based with occasional property visits.

Qualifications

• Previous experience in maintenance coordination or property management preferred.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication with owners, vendors, and staff.
• Valid driver's license required.
• Ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Oversee day-to-day maintenance operations across company-managed properties.
• Monitor requests and active work orders for timely repairs.
• Prioritize work orders by urgency, safety, and tenant needs.
• Coordinate with Maintenance Scheduler to assign and schedule work.
• Track progress and follow up on delays or overdue tasks.
• Gather multiple estimates from vendors and ensure timely delivery.
• Communicate with property owners on approvals and updates.
• Verify contractor hours, labor, and billing accuracy.
• Ensure compliance with company standards and documentation.
• Support Billing, accounting, and internal communications.

Job description

Maintenance Coordinator

Company: I360 Property Management
Address: 1035 Wayne Ave, Suite J, Chambersburg, PA 17201
Position Type: Full-Time
Compensation: $_18-23 per hour
Schedule: Monday–Friday, 8:30 AM–5:00 PM, with occasional evening or weekend availability as needed
Work Location: Office setting with occasional visits to rental properties.

Position Overview

I360 Property Management is seeking a highly organized, motivated, and detail-oriented Maintenance Coordinator to assist in managing the daily maintenance operations of our rental property portfolio.

The Maintenance Coordinator plays an essential role in ensuring maintenance requests, contractor assignments, property repairs, estimates, owner approvals, work orders, and billing processes are handled efficiently and accurately.

This position serves as a primary point of communication between the Maintenance Manager, property owners, outside vendors, maintenance contractors, property management staff, and accounting department.

The Maintenance Coordinator is responsible for following through on outstanding estimates, obtaining necessary repair approvals, monitoring contractor performance, reviewing completed work orders, and ensuring projects move forward without unnecessary delays.

The ideal candidate is a proactive problem-solver who takes ownership of responsibilities, communicates effectively, and can manage multiple projects in a fast-paced environment.

Essential Job Responsibilities

Maintenance Operations & Coordination

• Assist the Maintenance Manager with overseeing day-to-day maintenance operations across company-managed rental properties.
• Monitor maintenance requests and active work orders to ensure repairs are addressed in a timely manner.
• Review work order priorities based on urgency, safety concerns, property conditions, and tenant needs.
• Coordinate with the Maintenance Scheduler to ensure maintenance work is assigned and scheduled appropriately.
• Monitor project progress and follow up on incomplete, delayed, or outstanding maintenance work.
• Identify potential maintenance problems and bring concerns to the Maintenance Manager when necessary.
• Ensure contractors and staff receive clear information regarding maintenance expectations and project priorities.
• Maintain organized records of maintenance projects, repairs, and ongoing work.
• Assist with resolving maintenance issues that require additional communication or coordination between departments.

2. Estimates, Vendors & Contractor Follow-Up

• Request and obtain repair and maintenance estimates from outside vendors and maintenance contractors.
• Follow up consistently with contractors and vendors regarding outstanding estimates and requested pricing.
• Ensure estimates are received within reasonable timeframes to prevent unnecessary project delays.
• Review estimates for completeness, including scope of work, labor, materials, pricing, and anticipated timelines.
• Request clarification or revised estimates when information is missing or unclear.
• Obtain multiple estimates when required by company procedures or management.
• Track all estimates from the initial request through approval, scheduling, and completion.
• Maintain organized records of estimates, vendor communications, and pending decisions.
• Follow up with vendors and contractors regarding project availability, material delays, and anticipated start dates.
• Communicate approved estimates to the Maintenance Scheduler so repairs can be scheduled promptly.
• Notify the Maintenance Manager of unusually high estimates, significant pricing differences, or unresolved vendor concerns.
• Help ensure approved work stays within the authorized scope and budget.

3. Property Owner Communication & Approvals

• Communicate professionally with property owners regarding maintenance concerns, recommended repairs, estimates, and project updates.
• Submit repair estimates to property owners for review and approval when required.
• Follow up with property owners regarding outstanding estimates and pending repair authorizations.
• Answer owner questions regarding proposed work, contractor recommendations, estimated costs, and project timelines, escalating technical or financial questions when appropriate.
• Document owner approvals, denials, questions, and changes to proposed repairs.
• Ensure repairs requiring owner authorization are not scheduled or started until appropriate approvals are received, except where emergency procedures or existing management authority permit.
• Communicate changes in repair costs or scope of work to owners when additional authorization is necessary.
• Keep owners informed of significant project delays, repair complications, and completed work as appropriate.
• Coordinate with property management staff to ensure owner communication is accurate and consistent.
• Maintain an organized tracking system for estimates awaiting owner approval.
• Escalate unresolved owner concerns or disputes to the Maintenance Manager.

4. Contractor Hours & Performance Review

• Review contractor hours and time entries to ensure accuracy and reasonableness.
• Compare reported labor hours against completed work and available documentation.
• Identify potential discrepancies in contractor time, materials, or repair charges.
• Follow up with contractors regarding missing information, excessive labor hours, or incomplete work descriptions.
• Monitor contractor performance, productivity, responsiveness, and completion timelines.
• Communicate concerns regarding contractor quality, attendance, or reliability to the Maintenance Manager.
• Assist with maintaining accountability for contractor work, documentation, and company standards.
• Work with the Maintenance Scheduler to address contractor availability or recurring scheduling concerns.

5. Work Order Review, Auditing & Quality Control

• Review work orders for completeness, accuracy, and proper documentation.
• Conduct audits of closed work orders before they are approved for billing.
• Verify that contractor notes and work descriptions accurately reflect repairs completed.
• Review contractor labor hours, materials, charges, and supporting documentation.
• Identify missing details, duplicate charges, inaccurate entries, and other discrepancies.
• Communicate with contractors or staff to resolve incomplete or inaccurate work orders.
• Verify that required estimates and authorizations are documented when applicable.
• Ensure completed work orders meet company documentation and quality standards.
• Review work orders before changing their status to "Ready to Bill."
• Follow up on work orders that cannot be approved due to missing or incorrect information.
• Escalate concerns involving incomplete work, excessive charges, or quality issues to management.

6. Billing & Accounting Coordination

• Work closely with the Controller and accounting department to ensure maintenance billing is accurate and timely.
• Verify contractor labor hours, materials, approved estimates, and repair charges before work orders are submitted for billing.
• Confirm that final charges are consistent with approved work and properly documented changes.
• Assist with identifying and correcting billing discrepancies.
• Communicate with contractors to obtain missing invoices, supporting documentation, or corrected billing information.
• Ensure work orders are properly reviewed and marked ready for billing in a timely manner.
• Work with accounting to resolve questions concerning maintenance charges.
• Help minimize billing errors, duplicate charges, and unnecessary delays.

7.Maintenance Manager Support & Internal Communication

• Assist the Maintenance Manager, including Randy, with daily maintenance coordination and administrative follow-up.
• Monitor designated Maintenance Manager emails and identify items requiring attention, follow-up, or action.
• Respond to internal team members and contractors on the Maintenance Manager's behalf when authorized.
• Communicate maintenance priorities, project updates, and outstanding concerns to appropriate staff members.
• Keep property management and office teams informed of delayed repairs, project progress, and completed work.
• Notify relevant departments when vacant properties have completed required maintenance work or when delays may impact readiness.
• Coordinate information between contractors, vendors, management, and accounting.
• Identify urgent issues requiring immediate management attention.
• Follow through on assigned responsibilities to ensure important requests are not overlooked.
• Provide organized maintenance updates to the Maintenance Manager as requested.

8. Property Inspections & Preventative Maintenance

• Review annual property inspections and identify maintenance concerns requiring attention.
• Coordinate with property management staff to clarify inspection findings when necessary.
• Ensure identified repairs are entered into the maintenance work order system.
• Request estimates for inspection-related repairs when appropriate.
• Coordinate necessary owner approvals before proceeding with work.
• Work with the Maintenance Scheduler to arrange inspection-related repairs.
• Monitor outstanding inspection items and follow up through completion.
• Identify recurring maintenance concerns and opportunities for preventative maintenance.
• Assist with scheduling and tracking preventative maintenance projects.
• Conduct property visits when needed to review maintenance concerns or verify work.

9. Vacant Property & Turnover Coordination

• Monitor maintenance projects associated with vacant properties and rental turnovers.
• Work with the Maintenance Scheduler to prioritize repairs necessary to prepare properties for occupancy.
• Follow up with contractors and vendors regarding estimated completion dates.
• Communicate significant project delays or repair concerns to property management staff.
• Coordinate estimates and approvals for additional repairs discovered during turnover work.
• Track outstanding repairs that may affect property readiness.
• Help ensure maintenance work is completed according to company expectations and required timelines.

10. Reporting, Organization & Process Improvement

• Maintain accurate records of outstanding estimates, owner approvals, contractor updates, and active maintenance projects.
• Track overdue work orders and projects requiring additional follow-up.
• Maintain an organized list of estimates awaiting vendor responses or owner approval.
• Provide management with updates regarding pending repairs, delayed projects, and billing concerns.
• Identify opportunities to improve maintenance communication, documentation, accountability, and workflow.
• Assist in developing consistent procedures for estimate management, work order review, and billing approval.
• Proactively address operational issues to minimize unnecessary maintenance delays.
• Collaborate with other departments to improve overall maintenance efficiency and service.

Required Qualifications

• Previous experience in maintenance coordination, property management, construction administration, contractor management, or a related field preferred.
• Strong organizational skills and ability to manage multiple projects and responsibilities simultaneously.
• Excellent verbal and written communication skills.
• Ability to communicate professionally with property owners, tenants, vendors, contractors, and coworkers.
• Strong attention to detail when reviewing estimates, contractor hours, work orders, and invoices.
• Ability to independently prioritize responsibilities and follow through on outstanding tasks.
• Strong problem-solving skills and sound judgment.
• Ability to work efficiently in a fast-paced environment.
• Proficiency with email, spreadsheets, computers, and general office software.
• Ability to learn and use property management and maintenance work order systems.
• Basic understanding of residential maintenance and repair processes preferred.
• Ability to work independently while collaborating with multiple departments.
• Must possess a valid driver's license.

Professional Competencies

Customer Service: Responds promptly to requests, communicates professionally, and follows through to ensure concerns are addressed.

Communication: Listens carefully, provides clear information, and communicates effectively by phone, email, and text.

Organization & Planning: Prioritizes responsibilities, manages competing deadlines, and maintains accurate records.

Accountability: Takes ownership of assigned tasks and ensures appropriate follow-up through completion.

Professionalism: Demonstrates tact, patience, and a respectful approach when dealing with challenging situations.

Judgment: Makes sound decisions, identifies potential problems, and involves the appropriate individuals when necessary.

Adaptability: Handles changing priorities, urgent maintenance concerns, and multiple ongoing projects.

Integrity: Treats others respectfully, maintains confidentiality, and acts honestly and ethically.

Initiative: Proactively identifies outstanding issues and takes appropriate action without requiring constant reminders.

Teamwork: Works effectively with the Maintenance Manager, Scheduler, Controller, contractors, and other company departments.

Reliability: Consistently follows through on commitments and can be counted on to fulfill responsibilities.

Position Performance Expectations

Success in this role will be evaluated based on:

• Timely follow-up on requested estimates and outstanding vendor responses.
• Consistent communication with property owners regarding estimates and pending approvals.
• Accuracy of contractor hours and completed work order reviews.
• Reduction in billing discrepancies and incomplete work order documentation.
• Timely processing of completed work orders for billing.
• Effective communication with the Maintenance Manager and other departments.
• Consistent follow-through on outstanding maintenance requests and projects.
• Accurate tracking of estimates, approvals, and pending repairs.
• Timely resolution of inspection-related repairs and vacant property maintenance needs.
• Overall organization, accountability, and efficiency of maintenance operations.

Benefits

• Paid Time Off: Up to four weeks accrued, subject to company policy.
• 401(k): Up to 4% company matching, subject to plan terms.
• Paternity Leave: One week.
• Holiday Pay: Paid company holidays, including your birthday.

Work Schedule & Location

This is a full-time, primarily office-based position located at 1035 Wayne Ave, Suite J, Chambersburg, PA 17201. Occasional travel to company-managed rental properties is required.

The standard schedule is Monday through Friday, 8:30 AM to 5:00 PM. Limited evening or weekend availability may be required based on maintenance emergencies or business needs.

Additional Information

The Maintenance Coordinator is expected to demonstrate professionalism, reliability, strong communication, and consistent follow-through while supporting the company's maintenance operations.

This job description outlines the general duties and expectations of the position. Responsibilities may be adjusted or expanded as business needs evolve.

I360 property management is an equal opportunity employer.