This position supports the overall maintenance operations of The Greenwood Building and related properties, reporting directly to the Director of Property Management.

The Maintenance Coordinator will support the property management and maintenance teams by handling work order management, scheduling, vendor coordination, and record-keeping to ensure smooth daily operations. This role involves tracking maintenance requests, scheduling repairs and inspections, coordinating with vendors, maintaining compliance documentation, and communicating with tenants regarding service updates. Additionally, the position assists with preventive maintenance tracking, inventory management, invoice processing, and general administrative tasks. Strong organizational skills, attention to detail, and proactive communication are essential to keeping maintenance operations efficient across Greenwood Development properties.

This is a part-time position, with the potential to transition to full-time based on business needs and operational growth.

Administrative & Office Support:

• Maintain and update maintenance records, work orders, and service requests in property management software.

• Assist with scheduling and dispatching maintenance staff for repairs, inspections, and preventive maintenance tasks.

• Process vendor invoices, ensuring accuracy and timely submission for payment.

• Organize and maintain digital and physical files for equipment, warranties, maintenance logs, and compliance records.

• Track and manage equipment and property inventories, ensuring accurate documentation of assets, replacements, and service histories.

• Maintain detailed HVAC inventory records, including installation dates, service history, warranty status, and projected replacement timelines.

Tenant & Vendor Communication:

• Serve as the first point of contact for maintenance-related inquiries from tenants and staff.

• Coordinate vendor services, obtaining quotes and tracking scheduled work.

• Communicate status updates on repairs and maintenance requests to property managers and tenants as needed.

Preventive Maintenance & Compliance:

• Assist in tracking and scheduling preventive maintenance inspections for HVAC, elevators, fire systems, and other key equipment.

• Ensure compliance with safety protocols, maintenance checklists, and regulatory requirements.

• Maintain inventory of maintenance supplies, tracking stock levels and reordering as needed.

• Contribute to long-term capital project planning by identifying upcoming replacement needs, forecasting maintenance costs, and assisting with budgeting efforts.

Additional Responsibilities:

• Assist with report generation for maintenance activities and expenditures.

• Support special projects, property audits, and operational improvements.

• Perform other duties as assigned to support the efficiency of the property management team.

Qualifications & Skills

• Prior administrative experience in property management, maintenance coordination, or a similar field preferred.

• Proficiency in property management software (AppFolio, Yardi, or similar) is a plus.

• Strong organizational and multitasking abilities in a fast-paced setting.

• Excellent written and verbal communication skills.

• Ability to handle confidential and sensitive information professionally.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).

• Ability to work independently while also collaborating with maintenance staff and property management teams.

Work Environment

This position combines office-based administrative work with on-site property visits, requiing periodic site inspections and physical activity, such as walking, bending, and occasional lifting.