Maintenance Coordinator

Ultimate Staffing Services; Santa Barbara (CA); On-site; USD 40,000 - 43,000; Full time

Job summary

Ultimate Staffing Services in Santa Barbara is seeking a Maintenance Coordinator for an in-person, full-time role. You will lead day-to-day maintenance operations, act as the liaison between the office, vendors, residents, and facilities management, and drive the work-order lifecycle from intake through billing.

The position requires strong communication, organizational skills, and the ability to manage multiple priorities.

Qualifications

• Experience supervising a team or staff.
• Experience with AppFolio Property Manager is preferred.
• Bilingual English/Spanish is desired but not essential.
• Excellent communication and customer service skills.
• Strong time management and organizational abilities.
• Ability to handle high-volume requests and priorities.

Responsibilities

• Answer incoming maintenance calls and triage urgent issues
• Review maintenance requests via portal, email, and phone
• Create and assign work orders to vendors and in-house technicians
• Make scheduling and approval decisions on complex jobs
• Review work orders for time, materials, and billing before billing
• Prepare time and billing reports for payroll
• Delegate tasks to the Maintenance Operations Assistant and coach on processes
• Provide escalation handling and issue resolution

Skills

Supervisory experience

AppFolio experience

Bilingual English/Spanish

Communication skills

Time management

Organizational skills

Data entry

On-site work experience

Tools

AppFolio Property Manager

Job description

Maintenance Coordinator (JN -082026-429291) Santa Barbara, California

Salary: USD29 - USD31 per hour

Apartment Maintenance Coordinator needed in Santa Barbara - In-person

Schedule:

Monday - Friday

8:30am - 4:30pm

Pay Range:

$29 - $31/hour

The Maintenance Coordinator leads day-to-day maintenance operations, serving as the central point of communication between Wolfe & Associates office and field staff, vendors, residents, tenants, and facilities management clients. The Coordinator directs the Maintenance Operations Assistant, owns the work order lifecycle from intake through billing, and ensures friendly, professional, efficient, and cost-effective service delivery.

Essential Duties and Responsibilities

Operations & Work Order Management

• Answer incoming maintenance calls and triage urgent issues
• Retrieve voicemails from the previous night and weekend; address as needed
• Review maintenance requests submitted via portal, email, and phone
• Create and assign work orders to vendors and in-house technicians, prioritizing by urgency, scope, and vendor capacity
• Make scheduling and approval decisions on complex, higher-cost, or non-routine jobs
• Review completed work orders for time, materials, and scope accuracy before billing
• Approve work orders for billing once notes, photos, and compliance documents have been verified
• Prepare time and billing reports for submission to payroll
• Manage the Maintenance Operations Assistant, including onboarding, AppFolio training, and ongoing coaching on vendor processes and communication standards
• Delegate vendor tracking, follow-up, and compliance documentation to the Assistant; review their output for quality, accuracy, and completeness
• Set daily priorities and balance workload between yourself and the Assistant
• Provide regular feedback on Assistant performance and address issues as they arise
• Step in to handle escalations and complex issues the Assistant cannot resolve independently

Operational Support

• Assist with the on-call rotation
• Maintain residential and commercial master key boxes
• Serve as backup to the Supply Manager
• Other duties as assigned by the Director of Maintenance

Qualifications

• A positive and outgoing nature
• Prior supervisory or team-lead experience preferred — comfortable directing the work of others, providing feedback, and holding people accountable while maintaining a friendly, professional relationship
• Strong decision-making and prioritization skills — able to manage a high volume of competing requests without losing your cool
• Systems-oriented with a love of process; experience with software to track parts, time, or work orders. AppFolio Property Manager experience strongly preferred
• Detail-oriented with strong follow-through — you don’t like leaving things unfinished and check up on expectations to be sure things happened as expected
• Exceptionally organized; able to handle multiple tasks and shifting priorities
• Works well under pressure to meet deadlines
• Good oral and written communication, including documentation discipline
• Good typing and data entry skills
• Regular and prompt attendance
• Ability to work cooperatively with others
• Bilingual (English/Spanish) is desired but not essential
• Ability to work 7:30am – 4:30pm
• Ability to work overtime when needed