Property Maintenance Coordinator

Bomacincinnati; Cincinnati, Northern (OH, KY); Hybrid; USD 52,000 - 78,000; Full time

Job summary

3CDC is seeking a Property Maintenance Coordinator to support the Property Management and Development teams by leading administrative duties, scheduling, and tracking of maintenance issues for all assets. Responsibilities include coordinating third-party contractors, managing vendors, and responding after hours and weekends as needed to address repairs.

The role involves tracking spending, processing invoices, and assisting with budgets, while performing light hands-on tasks such as minor

Qualifications

• Minimum of 5 years of experience in property management, maintenance, or general construction / general trade experience.
• Excellent customer service skills.
• Strong verbal and written communication.

Responsibilities

• Coordinate service providers to perform maintenance for 3CDC assets.
• Data entry for invoice processing.
• Maintain an up-to-date database of tenant contact information.
• Manage and schedule third-party contractors and vendors.
• Track and manage work orders and preventative maintenance schedules.
• Keep organized records of contracts, service contracts, and certifications.
• Oversee fire escape inspection compliance tracking.
• Build and maintain relationships with vendors and contractors.
• Coordinate preventative maintenance for HVAC, elevators, janitorial, and backflow inspections.
• Respond to after-hours and weekend requests as needed.
• Budgeting and expense tracking for all assets under Sr. PM guidance.

Skills

Property management

Customer service

Communication

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The mission of Greater Cincinnati BOMA is to be recognized as a principal voice through leadership advocacy and education for the commercial real estate industry.

Job Description

The Cincinnati Center City Development Corporation (3CDC) is a tax-exempt nonprofit focused on revitalizing Cincinnati’s urban core, particularly the Central Business District and Over-the-Rhine. Partnering with the City of Cincinnati and the corporate community, 3CDC works to create a vibrant downtown through development, programming, and district management, supported by a team of roughly 185 full-time and 150 part-time staff.

3CDC At-a-Glance

• 3CDC has contributed to more than $2B in development across Downtown and OTR, including civic spaces, mixed-income housing, and mixed-use projects.
• The organization manages nearly 700K square feet of commercial space, ~200 apartment units, and 5,900+ parking spaces, generating $51M+ annually.
• 3CDC oversees seven civic spaces, hosting nearly 1,600 free events each year.
• 3CDC also manages the Downtown Cincinnati and OTR South Special Improvement Districts, providing clean and safe services, outreach, beautification, and marketing.

Why Join Us

At 3CDC, you’ll work in a collaborative and dynamic environment where no two days are the same. Your contributions will have a direct impact on the community, benefiting those who live, work, and visit downtown Cincinnati. This role offers valuable professional experience, opportunities for growth, and the chance to apply your skills in meaningful ways to help strengthen and enhance the city.

Job Summary

3CDC currently owns and manages over 150 commercial spaces, including retailers, restaurants, and offices, which require ongoing maintenance and property management. The Property Maintenance Coordinator will support the Property Management and Development teams by leading the administrative duties, scheduling, and tracking of general maintenance issues and facilitating repairs for all 3CDC assets. The Property Maintenance Coordinator will assist the Senior Property Manager in the scheduling of third-party contractors and vendors. In some cases, it may be necessary to respond to requests made after hours and on weekends.

3CDC owns vacant buildings and lots that require periodic maintenance and inspections. The Property Maintenance Coordinator will be responsible for addressing issues at vacant buildings, such as coordinating building clean-outs, securing openings, and arranging for stabilization repairs as needed, as well as developing a program to keep vacant lots clean and free of litter and debris. The Property Maintenance Coordinator will be expected to track asset spending, manage budgets, process invoices, work with 3CDC accounting team to create tenant receivables, and various other office responsibilities. This will require minimal “hands on” services, such as painting, changing furnace filters, changing light bulbs, minor repair work, and other similar tasks.

Tasks

• Coordinating service providers to perform maintenance for 3CDC assets
• Data entry for invoice processing
• Maintaining an up-to-date database of tenant contact information
• Management and scheduling of third-party contractors and vendors
• Effectively track and manage work orders and preventative maintenance schedules keeping appropriate staff members informed on progress and completion
• Keep organized records or preventative maintenance contracts, service contracts, and certifications
• Oversee fire escape inspection compliance tracking
• Manage and build relationships with vendors and contractors
• Preventative maintenance coordination for commercial assets, including but not limited to, janitorial services, HVAC PM, elevator PM, and backflow inspections
• Work to maintain tenant satisfaction with all repair requests
• Vacant building assessments and repairs as needed, including securing openings, minor roofing and downspout repairs, fire escapes, and other tasks necessary to bring vacant buildings into compliance with city building codes
• After hours and weekend availability to address emergency issues
• Budgeting and expense tracking for all assets, at the direction of the Sr. Property Management Officer

This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by their immediate supervisor and other management as required.

Qualifications

• Minimum of 5 years of experience in property management, maintenance, or general construction / general trade experience.
• Excellent customer service skills.
• Strong verbal and written communication.
• Ability to remain calm and work effectively under pressure.
• Personable, positive, and enthusiastic attitude with capability to deal effectively with people.
• Ability and willingness to be on call for nights and weekend work as needed.

Skills or specialized knowledge

• Must be proficient in Microsoft Outlook, Word, Excel and Power Point.
• Must be able to maintain the highest degree of confidentiality.

Physical and Mental Demands

• Ability to perform some manual labor
• Spending time outdoors, often standing up, for long periods of time
• Work hours will include nights and weekends as needed.
• Frequently required to sit at a desk/workstation for long periods of time.
• Ability to work at a computer terminal for an extended period.
• Ability to lift at least 50 lbs.
• Digital dexterity and hand/eye coordination in operation of office equipment.
• Able to speak and hear employees on the phone or in person.
• Body motor skills sufficient to enable employee to move around the office environment.
• Additional mental requirements: compare, decide direct, problem solve, analyze, instruct, and interpret.
• The ability to work well under stress.