Position Summary
Maintenance Advantage is seeking a highly organized and detail-oriented Maintenance Administrative Operations Coordinator to support the administrative, financial, reporting, and operational functions of the maintenance department.
This position reports directly to the Director of Property Services and works closely with the HOA Maintenance Manager, Maintenance Dispatcher, and Maintenance Technicians, while coordinating with Property Advantage Property Managers, Community Managers, vendors, accounting personnel, and HOA contacts as needed.
The Coordinator helps ensure maintenance work moves accurately and efficiently from request through completion, documentation, invoicing, reporting, and closeout. The position also provides administrative oversight across maintenance operations and is fully cross-trained to provide Dispatcher coverage when needed.
Administrative Operations
• Provide administrative support for the Maintenance Advantage team and maintain organized records for ongoing maintenance operations.
• Maintain and update operational spreadsheets, trackers, reports, logs, and recurring task lists.
• Prepare, organize, and distribute recurring maintenance reports and supporting documentation.
• Track outstanding administrative items, follow-ups, deadlines, and items waiting on others.
• Maintain accurate electronic records, supporting documentation, and completed-work files.
• Assist with recurring weekly and monthly administrative processes, including reporting, billing support, technician documentation, and reconciliations.
• Coordinate administrative follow-up with Property Managers, Community Managers, vendors, accounting personnel, and internal maintenance staff.
• Support department organization, process consistency, and workflow improvements.
• Maintain and update SOPs, training materials, templates, and administrative tools as processes change.
Work Order Administration
• Review completed work orders for required notes, documentation, labor and material information, and billing readiness.
• Maintain accurate work order statuses and follow up on missing or incomplete information.
• Track completed work through closeout, billing, and reporting.
• Identify stalled or incomplete work orders and coordinate necessary follow-up.
• Support accurate documentation and work order closeout.
Invoicing, Billing & Accounts Receivable
• Prepare and process Maintenance Advantage invoices for completed maintenance work, materials, recurring services, and other billable activity.
• Review technician notes, labor, materials, mileage, vendor invoices, and work order documentation for complete and accurate billing.
• Process third-party vendor invoices and coordinate associated customer billing and work order closeout.
• Prepare recurring HOA labor and material invoices and maintain supporting documentation.
• Monitor completed work that has not yet been billed and follow up on missing information, pricing, documentation, or approvals.
• Enter and maintain billing information across applicable accounting and property-management systems.
• Monitor Maintenance Advantage accounts receivable, including outstanding balances and aging.
• Follow up on past-due invoices and coordinate payment questions, credits, adjustments, and account discrepancies.
• Maintain accurate billing records and assist with invoice reconciliation and month-to-month review.
HOA Maintenance Programs & Reporting
• Coordinate recurring HOA maintenance work and ensure contract work orders are scheduled and tracked.
• Prepare and maintain monthly HOA maintenance reports using technician documentation and completed work-order information.
• Review reports for completeness and accuracy before distribution.
• Send completed HOA reports to the appropriate Community Manager or HOA contact and maintain a record of when reports were sent.
• Maintain organized HOA reporting files and supporting documentation.
• Monitor recurring HOA activity and identify missing documentation, incomplete work, and required follow-up.
• Coordinate with the HOA Maintenance Manager, technicians, Community Managers, and HOA contacts regarding reporting and outstanding contract items.
Turn Coordination & Monitoring
• Monitor active Turns and review the Turn tracking system for outstanding work, approaching deadlines, and required follow-up.
• Review Turn information for important dates, access information, tenant/owner responsibility separation, cleaning, and other required details.
• Monitor complex Turns involving multiple vendors or trades and coordinate necessary follow-up.
• Monitor SDD deadlines, move-in dates, vendor scheduling, outstanding work, and unresolved issues.
• Conduct regular Turn reviews to identify delays, missing information, approaching deadlines, and coordination issues.
• Coordinate with the Maintenance Dispatcher, Director of Property Services, technicians, vendors, and Property Managers regarding outstanding Turn work and follow-up.
• Escalate stalled or time-sensitive Turn issues when necessary.
• Work with the team member responsible for maintaining the Turn tracking system regarding updates or corrections needed to the tracking data.
H&S Inspection Administration
• Monitor H&S inspection activity and ensure received inspections are accounted for and tracked through completion.
• Review completed H&S inspections and associated work orders for required documentation and follow-up.
• Maintain H&S tracking records, including moving completed inspections through the appropriate tracking stages.
• Process and distribute completed H&S reports to the appropriate Property Managers.
• Identify smoke/CO installations or other work documented during inspections and ensure required follow-up is completed.
• Coordinate with technicians, Property Managers, and internal staff regarding missing reports, incomplete information, and outstanding H&S items.
• Reconcile H&S records against completed work to identify missing or unprocessed inspections.
• Maintain organized completed H&S documentation and records.
Technician & Department Support
• Review and process technician work notes and supporting documentation.
• Follow up on missing, unclear, or incomplete technician information required for work-order closeout, reporting, or billing.
• Maintain recurring technician administrative records, including expense reports and other required documentation.
• Support technicians with administrative questions, documentation needs, and workflow follow-up.
• Coordinate with the Director of Property Services and HOA Maintenance Manager regarding technician-related administrative items, priorities, and unresolved issues.
• Support department audits, reconciliations, backlog cleanup, and special administrative projects.
• Maintain organized records related to technician activity and department operations.
Backup Dispatch & Scheduling
• Maintain working knowledge of the complete Maintenance Dispatcher workflow and provide coverage during absences, high-volume periods, or as directed.
• Review incoming maintenance requests and determine the appropriate next step based on established procedures.
• Create, assign, dispatch, schedule, and update work orders as needed.
• Coordinate technician and vendor scheduling, including access, priority, and timing requirements.
• Communicate with Property Managers, Community Managers, vendors, technicians, and the internal maintenance team regarding active maintenance work.
• Monitor urgent and time-sensitive maintenance requests and escalate issues requiring management direction.
• Follow up on dispatched work, scheduling delays, missing information, and vendor responses.
• Maintain accurate work-order statuses, notes, and communications while providing Dispatcher coverage.
• Support Turn scheduling and other recurring maintenance workflows while providing Dispatcher coverage.
Systems & Tools
• AppFolio
• QuickBooks Online
• Vantaca
• HappyCo / Happy Inspector
• Microsoft Excel
• Microsoft Outlook
• Adobe Acrobat
Qualifications & Skills
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and recurring workflows.
• High attention to detail, particularly with invoices, work orders, reports, and supporting documentation.
• Strong written communication skills and professional follow-up.
• Comfortable working with numbers, invoices, billing records, and accounts receivable.
• Strong Microsoft Excel skills and confidence learning new systems.
• Ability to identify missing information, stalled work, or process issues and follow through until resolved.
• Ability to work independently while coordinating closely with a small maintenance team.
• Ability to shift between detailed administrative work and time-sensitive operational support.
• Prior experience in property management, maintenance coordination, construction administration, invoicing, accounts receivable, dispatch, or operations administration is preferred.
• Experience with AppFolio, QuickBooks Online, or Microsoft Excel is a plus.
Schedule
• Full-time position.
• Standard business hours, with flexibility as needed to support maintenance operations.
• Ability to provide coverage for the Maintenance Dispatcher during planned and unplanned absences.
Work Environment
This is an office-based administrative role supporting an active maintenance operation. The Coordinator regularly interacts with the Director of Property Services, HOA Maintenance Manager, Maintenance Dispatcher, Maintenance Technicians, Property Managers, Community Managers, vendors, and accounting personnel.
The position requires frequent use of multiple software systems, spreadsheets, email, and digital records and requires the ability to shift between routine administrative work, detailed billing and reporting, and time-sensitive operational issues.
