Director of Maintenance Administration

Fairgrove Property Management•Irvine, CA

7d•Onsite

About The Position

Fairgrove Property Management is seeking a Director of Maintenance Administration to lead centralized coordination, dispatch, maintenance administration, and systems optimization for their Roving maintenance operations. This role reports to the Vice President of Maintenance & Construction and is responsible for managing a hybrid team, overseeing daily operations across multiple regions, ensuring efficient scheduling and dispatching of maintenance technicians, and upholding compliance with codes and safety protocols. The position also involves developing and refining maintenance coordination processes, leading the adoption of automation and AI workflows, managing maintenance technology platforms like AppFolio, and developing standardized reporting and dashboards for key operational metrics. Collaboration with various departments, including Maintenance, Vendor Management, Property Management, Accounting, and HR, is crucial for ensuring smooth operations and efficient resolution of maintenance issues.

Requirements

7+ years of experience in maintenance operations, dispatch, facilities coordination, property management operations, or a related field.
3+ years of experience managing hybrid or distributed administrative and/or coordination teams.
Strong experience leading high-volume maintenance coordination, dispatch, or field service operations.
Deep understanding of property management maintenance operations, dispatching and scheduling systems, maintenance coordination, turnover coordination, and maintenance workflows.
Proven operational leadership and process improvement experience.
Experience managing KPI-driven service operations and using data to improve performance.
Advanced proficiency with AppFolio or similar property management systems.
Strong systems-thinking, organizational, analytical, and problem-solving capabilities.
Excellent communication, leadership, and accountability-management skills.
Ability to build scalable processes and effectively manage operations across multiple regions.

Nice To Haves

Experience working in rapidly growing or acquisition-driven organizations.

Responsibilities

Lead, manage, and develop a hybrid team of U.S.-based and overseas Maintenance Coordinators.
Oversee day-to-day maintenance coordination operations across multiple Southern California regions.
Ensure effective scheduling and dispatching of a large team of in-house Roving Maintenance Technicians supporting routine repairs, preventative maintenance, emergencies, and turnovers.
Establish clear accountability standards, performance expectations, and service-level expectations for Maintenance Coordinators.
Develop and manage escalation processes for delayed, high-priority, or complex maintenance issues.
Ensure maintenance coordination operations support technician efficiency, resident satisfaction, and responsiveness to Property Management teams.
Uphold compliance with applicable codes, safety protocols, company policies, and internal operating standards.
Partner with Repairs & Maintenance and Construction & Vendor Leadership to design, refine, standardize, and implement maintenance coordination processes.
Develop scalable workflows supporting routine maintenance, turnovers, inspection programs, and billing/invoicing.
Ensure consistent and effective operational execution across all regions.
Identify operational bottlenecks and implement scalable process improvements to increase efficiency and service quality.
Lead SOP development, implementation, and process-compliance initiatives across the department.
Support the integration and operational alignment of newly acquired portfolios and companies.
Serve as the departmental subject matter expert for maintenance management systems, technology platforms, and operational workflows.
Lead the adoption of automation and agentic AI workflows to support maintenance coordination, scheduling, follow-up, documentation, reporting, and quality control.
Drive adoption, optimization, and effective use of property management and maintenance technology platforms, including AppFolio and related operational systems.
Evaluate and support the implementation of automation, AI-assisted coordination workflows, reporting tools, and other operational technology enhancements.
Partner with leadership to develop and execute the future-state maintenance technology strategy.
Train Maintenance Coordinators and managers on the effective use of AI tools and agent-supported processes.
Partner with other department leaders to create and/or deliver cross-functional training related to maintenance technology platforms and workflows.
Develop standardized reporting, dashboards, and visibility into maintenance operations and performance.
Develop, track, analyze, and report on key operational metrics, including work order completion times, technician utilization, coordinator productivity, scheduling efficiency, response times, maintenance backlog, quality-control-related callbacks, and customer service metrics.
Use reporting and operational analysis to identify trends, gaps, and opportunities for improvement.
Translate operational data into actionable recommendations and process improvements.
Provide regular operational reporting, performance insights, and recommendations to executive leadership.
Partner closely with Maintenance Leadership, Vendor Management, Property Management, Accounting, and HR.
Ensure smooth coordination between field operations, Property Management teams, vendors, and residents.
Support alignment between maintenance operations, vendor management, and project management activities.
Foster strong communication and accountability across departments to ensure maintenance issues are resolved efficiently and effectively.