Maintenance Coordinator

Job Description – Maintenance Coordinator 2025 About Fairgrove PM Fairgrove Property Management provides industry-leading residential property management services to real estate investors and residents throughout Southern California. Founded in 1976, the Irvine, CA-based company makes owning investment properties profitable and effortless. Four decades of experience in the residential real estate sector empowers Fairgrove to deliver a combination of exceptional operational expertise and innovative technology to both owners and residents. The company’s management approach enables stress-free, passive investing for owners, and provides residents with quality housing where service is the highest priority. Fairgrove Property Management operates in four major Southern California markets and is rapidly expanding across the West. About the role Under the general supervision of the Maintenance Administration Manager, the Maintenance Coordinator is responsible for end-to-end coordination of all routine maintenance, repair, and inspection work orders within their assigned region up to a designated dollar amount. This role is essential in supporting our maintenance team by streamlining work order processing and clear communication. This role will also handle invoicing and expense tracking for in-house performed work, create Purchase Orders for materials, and ensure accurate vendor estimates. Working closely with accounting as needed. A successful candidate would be highly organized, communicate well, and enjoy solving problems. This role requires a unique blend of skills, including the ability to coordinate, prioritize, and execute tasks effectively; with a strong focus on customer service. Essential Functions Work Order Management and Communication Act as the primary Work Order point of contact for residents, property managers, maintenance teams, and vendors. Process, research, and determine the appropriate repair or services needed for all incoming work orders. Using the experience of the Maintenance Technicians as needed. Maintain a current and accurate work order list in AppFolio. Make informed decisions about resource allocation and task prioritization. Fully document each work order with description, pictures, and history. Create recurring or preventative maintenance work orders. Assign, coordinate, and schedule work orders. Support the Maintenance teams' progress by removing obstacles, including sourcing and ordering materials. Monitor work order progress and follow up with residents, technicians, vendors, and other departments. Communicate professionally with residents, property managers, technicians, and vendors. Resolve resident complaints and concerns quickly and with empathy. Seek approval repairs exceeding spend limit. Vendor Management and Billing Onboard new vendors and maintain vendor relationships. Ensure vendor compliance. Negotiate estimates and resolve payment issues. Prepare invoices for in-house repairs. Review vendor invoices for accuracy as needed. Ensure accurate entry and coding of expenses. Support Accounting team as requested. Other Duties Comply with company directives. Respond to emergencies. Provide excellent customer service. Perform other duties as assigned. About you 3-5 years coordinating and dispatching work orders in residential property management, or similar experience, preferred. Highly organized, a strong attention to detail, and proven track record of prioritizing tasks in a fast-paced environment. Excellent communication and interpersonal skills, including the ability to convey critical information quickly and clearly and recommend solutions. Ability to work independently and manage multiple tasks, simultaneously. Comfortable with technology and willing to adopt new technologies; you can manage work orders and update tasks in online platforms and maintain a high level of responsiveness; Microsoft Office 365 experience preferred. Experience with AppFolio, Yardi, RealPage, or other property management systems a plus. Team player and have a can-do, will-do attitude; you're willing to help whenever needed, including being available to provide support on weekends, evenings, and holidays when needed. Ability to maintain a positive attitude and be flexible; even in changing and ambiguous environments. Ability to build lasting relationships with industry partners through honesty, trustworthiness & accountability. Bilingual in English and Spanish a plus.