Building Maintenance Coordinator

We are seeking a highly organized, proactive Building Maintenance Coordinator to support the daily operations of our commercial properties. This role serves as a key link between property management, tenants, internal maintenance personnel, and third-party vendors. The Coordinator will oversee maintenance requests, vendor scheduling and follow-up, preventive maintenance, property inspections, purchasing, invoice review, and general facilities administration. The ideal candidate is detail oriented, communicates effectively, and takes ownership of assigned issues from initial request through completion. This position is based primarily at our Laguna Hills property with regular travel to our Orange property.

Responsibilities

Coordinate third-party vendors and contractors, including HVAC, plumbing, electrical, janitorial, elevator, landscaping, pest control, doors/access control, and other building services; Request proposals, schedule service calls, coordinate building access, and communicate scope-of-work requirements; Track open repairs, vendor recommendations, parts, return visits, and outstanding proposals through completion; Verify work has been completed satisfactorily and escalate incomplete, recurring, or deficient work to management; Coordinate assignments between internal maintenance personnel and outside contractors; Conduct routine walkthroughs of common areas, restrooms, tenant-facing areas, parking areas, exterior grounds, and other accessible building areas; Identify and document maintenance deficiencies, safety concerns, water leaks, lighting issues, janitorial concerns, damaged finishes, and other property conditions; Initiate corrective action and follow identified issues through resolution; Receive and coordinate tenant maintenance requests and provide timely updates regarding repairs, vendor visits, access requirements, or service interruptions; Prepare and distribute building notices regarding maintenance, inspections, parking impacts, utility interruptions, or other operational activities; Assist with sourcing and purchasing maintenance parts, tools, equipment, and building supplies; Obtain and compare vendor proposals and pricing as requested; Review vendor invoices against approved proposals, work orders, and completed services before management approval; Identify discrepancies, incomplete work, duplicate charges, or unsupported costs; Assist management with small building repair and improvement projects, including scheduling, vendor coordination, progress tracking, and completion walkthroughs; Maintain organized records of work orders, proposals, invoices, service reports, inspections, warranties, and vendor documentation; Maintain building calendars, vendor contact information, equipment records, and maintenance schedules; Prepare basic spreadsheets, tracking reports, and status updates for management; Assist with tenant files, property documentation, and other Real Estate Operations administrative needs; Promptly escalate significant safety, tenant, equipment, or building operational concerns to management

Requirements

2–3 years of experience in administrative coordination, facilities, property operations, maintenance coordination, or a similar role; Strong organizational skills with the ability to manage multiple vendors, work orders, deadlines, and priorities; Strong follow-through and ability to independently track assignments through completion; Excellent written and verbal communication and customer-service skills; Proficiency with Google Suite, including Gmail, Calendar, Docs, and Sheets; Working knowledge of Microsoft Excel/Google Sheets and basic invoice/document review; Comfortable using computers and smartphones for email, online research, purchasing, photographs, and maintenance documentation; Valid driver's license, acceptable driving record and reliable vehicle; Strong organization and attention to detail; Proactive follow-up and accountability; Ability to prioritize multiple maintenance issues; Professional tenant and vendor communication; Ability to problem-solve and have sound judgment; Ability to recognize when issues require management escalation; Accurate documentation and recordkeeping; Ability to work independently while keeping management informed; High School Diploma or equivalent

Nice to have

Experience in commercial property management, commercial office buildings, facilities management, or building operations; Familiarity with commercial building systems such as HVAC, plumbing, electrical, elevators, access control, and fire/life-safety systems; Experience coordinating contractors and reviewing proposals, work orders, service reports, and invoices; Familiarity with Yardi or other property management/work-order software

Benefits

Full benefits package including medical, dental, vision, life; Competitive total rewards package; Employee assistance program to assist with mental health, legal questions, financial counseling etc.; Comprehensive PTO and sick leave options; 401k program; Plenty of opportunities for growth and advancement; Company sponsored outings and team-building events; Casual Fridays