Maintenance Coordinator

Job Description

Job Description Job Title: Maintenance Coordinator
Location: Office-based with coverage for Temecula, CA and San Diego, CA
Employment Type: Full-Time

Position Overview:

We are seeking a highly organized and detail-oriented Maintenance Coordinator to join our team. This role is responsible for coordinating and scheduling maintenance work orders, managing communication with technicians and vendors, and ensuring timely and accurate invoicing and cost tracking. The ideal candidate will have experience with maintenance management systems, understand financial tracking, and possess strong administrative and coordination skills.

Key Responsibilities:

• Scheduling & Coordination:
  
  
  • Assign and schedule maintenance technicians for jobs in Temecula and San Diego.
    
    
  • Monitor technician workloads and adjust schedules for efficiency.
    
    
  • Serve as the primary point of contact for maintenance inquiries, both internal and external.
    
    
• Work Order Management:
  
  
  • Create, manage, and close work orders in the maintenance management system.
    
    
  • Match purchases (e.g., Home Depot, American Express, credit cards) to corresponding work orders and ensure proper documentation.
    
    
• Financial & Invoicing Responsibilities:
  
  
  • Prepare and issue invoices for completed jobs.
    
    
  • Track job costs and match receipts and credit card charges to specific work orders.
    
    
  • Generate detailed profit/loss reports per transaction and per job site.
    
    
• System & Process Oversight:
  
  
  • Use and maintain knowledge of multiple maintenance and accounting systems (e.g., CMMS, QuickBooks, or equivalent).
    
    
  • Monitor and enforce proper documentation and reporting procedures.
    
    
  • Assist in developing and improving internal workflows and recordkeeping processes.
    
    
• Vendor & Client Relations:
  
  
  • Coordinate with third-party vendors, clients, and suppliers.
    
    
  • Ensure customer satisfaction through timely communication and issue resolution.
    
    

Qualifications:

• Proven experience in a similar administrative or coordination role, preferably in maintenance, property management, or construction.
  
  
• Strong understanding of scheduling, dispatching, and maintenance operations.
  
  
• Proficiency in using maintenance software, spreadsheets, and accounting tools.
  
  
• Experience reconciling purchases and tracking job profitability.
  
  
• Excellent organizational skills with the ability to multitask and prioritize.
  
  
• Strong attention to detail and accuracy in financial tracking and data entry.
  
  
• Effective communicator with both internal staff and external clients/vendors.
  
  

Work Environment:

• This role is primarily office-based, with occasional travel or coordination related to properties in Temecula and San Diego, California.
  
  
• Fast-paced environment with a high volume of maintenance requests and financial transactions.
  
  

Preferred Skills (Not Required but a Plus):

• Familiarity with CMMS software
  
  
• Background in property management or real estate operations
  
  
• Bilingual (English/Spanish)
  
  
• Experience with cost tracking and financial reporting