Maintenance Operations Assistant

Smartland LLC; Eastlake (OH); On-site; USD 42,000 - 55,000; Full time

Benefits offered by this job

Medical, Dental, Vision benefits

PTO & paid holidays

Supportive, team-driven culture

Job summary

Smartland LLC is hiring a Maintenance Operations Assistant in Eastlake, OH. The role supports the Director of Maintenance, handling calls, work orders, and vendor coordination to keep our maintenance operations running smoothly across our portfolio.

The ideal candidate will be organized, tech-savvy, and capable of handling multiple tasks in a fast-paced environment. Real estate or property management experience is a plus, with growth opportunities into leadership roles within operations.

Qualifications

• Candidates should be organized, detail-driven, and able to coordinate with residents, vendors, and technicians.
• Experience in real estate, property management, or maintenance operations is preferred.
• Proficiency with Google Workspace and MS Office is required.

Responsibilities

• Serve as administrative and operational backbone for the maintenance department.
• Answer and route calls to maintenance, track service requests, and manage work orders.
• Coordinate schedules, unit turns, and project timelines with leadership and field teams.
• Review invoices for accuracy and track KPIs like turn times and work order volume.
• Prepare documentation, reports, and SOPs to improve efficiency.

Skills

Organization

Communication

Problem-solving

Multi-tasking

Google Workspace

Microsoft Office

Detail-oriented

AppFolio/Yardi experience

Education

High school diploma or equivalent

Tools

AppFolio

Yardi

Job description

Are you an organized, detail-driven professional who enjoys communication, coordination, and solving problems? Do you take pride in helping teams operate efficiently and supporting leaders who manage fast-moving environments?
If so, Smartland has the perfect opportunity for you.

Smartland is a rapidly growing Private Equity Real Estate company overseeing 1,400+ residential units across Northeast Ohio. We are seeking a Maintenance Operations Assistant to provide high-level support to the Director of Maintenance and help keep our maintenance operations running smoothly across our portfolio.

This role is ideal for someone who is motivated, dependable, and interested in growing into a leadership or operations management role.

Schedule & Location

• Full-time, Monday-Friday
• In-office position based at our Eastlake, Ohio headquarters

What You’ll Do Day to Day

You will be the administrative and operational backbone of the maintenance department, supporting both leadership and field teams.

• Answer and route incoming calls to the maintenance department
• Troubleshoot basic maintenance requests and assign work orders
• Enter, track, and manage service requests in AppFolio (or similar PM software)
• Communicate regularly with residents, maintenance technicians, and vendors
• Follow up on open work orders, schedules, delays, and next steps
• Create, implement, and maintain checklists and process documents
• Assist with coordinating schedules, unit turns, and project timelines
• Review contractor invoices for accuracy and completeness
• Help track KPIs such as turn times, work order volume, and completion rates
• Support the Director of Maintenance with documentation, reporting, and department organization
• Assist in coordinating vendor activities, service contracts, and purchasing needs
• Handle light administrative tasks to improve efficiency and workflow

What You Bring

• Positive, professional attitude and excellent communication skills
• Strong organization skills and ability to thrive in a fast-paced, changing environment
• Ability to manage multiple priorities and maintain follow-up consistency
• General knowledge of building systems (plumbing, electrical, HVAC, appliances) is a plus
• Proficiency with Google Workspace, Microsoft Office, and digital tools
• Detail-oriented mindset with strong problem-solving abilities
• Ability to work well with both residents and field technicians
• Real estate, maintenance, or property management experience preferred

Nice to Have

• Experience with AppFolio, Yardi, or similar maintenance/property management systems
• Experience scheduling vendors or coordinating field service teams
• Understanding of maintenance workflows or unit-turn processes
• Ability to help develop SOPs and improve processes
• Interest in growing into operations management or leadership

Not a Fit If You…

• Struggle to manage multiple tasks or deadlines
• Avoid communication, follow-up, or documentation
• Get overwhelmed by phone calls or shifting priorities
• Prefer working alone instead of collaborating with teams
• Resist learning new software or digital tools
• Dislike structured systems, checklists, and standard processes

Why You’ll Love Working Here

• Comprehensive Medical, Dental, and Vision benefits
• Paid Time Off and paid holidays
• Supportive, team-driven culture built on communication and accountability
• Opportunities for long-term growth and advancement
• A chance to directly impact maintenance efficiency and resident satisfaction
• Leadership that values process, organization, and operational excellence

If you’re a motivated professional who thrives in an operations-oriented, fast-paced environment and wants to grow with a rapidly scaling company, we’d love to meet you.