Maintenance Admin Coordinator

The Bainbridge Companies•Miami, FL

About The Position

The Maintenance Admin Coordinator provides administrative and operational support for maintenance activities and the property management team. The role manages maintenance work orders from creation through closure, reviews records for accuracy, monitors progress, follows up on outstanding or delayed work, and communicates with residents about request status and completed work. It also supports maintenance inventory and supply tracking, including purchase order lists, deliveries, and stock records. The coordinator arranges pest control and other vendor services, communicates scheduling and preparation requirements to residents, tracks completed services and follow-ups, and escalates unresolved issues. Additional duties include maintaining digital and physical records, coordinating schedules, preparing operational reports, and helping improve maintenance workflows and response times. The position requires regular communication with residents, maintenance staff, vendors, and management, as well as occasional business-related travel and driving.

Requirements

At least 1 year of related property management experience.
High school education or equivalent; a college degree is not required.
Ability to read and write fluently in English.
Previous administrative, maintenance coordination, property management, or customer service experience is preferred.
Strong computer skills and ability to learn software and property management systems quickly; basic computer and Internet knowledge.
Comfort using work order platforms, spreadsheets, email, and other digital tools.
Intermediate knowledge of Microsoft Word and Excel and proficiency with Outlook.
Strong organization, attention to detail, and follow-through.
Excellent verbal and written communication skills, professional telephone etiquette, and confidence communicating with residents.
Ability to manage multiple tasks, prioritize deadlines, and work independently.
Problem-solving skills and ability to recognize when an issue should be escalated to management.
Ability to maintain accurate records and handle resident information professionally and confidentially.
Proactive, accountable approach focused on efficiency and resident satisfaction.
Ability to work collaboratively with maintenance technicians, supervisors, vendors, and the leasing office.
Ability to work Monday through Sunday, all 52 weeks of the year.
Ability to travel and drive occasionally for business-related needs.
Valid driver’s license, current automobile insurance, and access to a vehicle required to fulfill job functions.
Other licenses and certifications as required by Bainbridge and applicable federal and state laws.
Use of general maintenance equipment, including hand tools, ladders, refrigerant recovery units, landscaping equipment, and required safety equipment; safety equipment must be used without jeopardizing the safety of others.
Personal set of essential hand tools; tools are not provided by the property.

Nice To Haves

A college degree.
Previous administrative, maintenance coordination, property management, or customer service experience.

Responsibilities

Create, issue, assign, monitor, and close maintenance work orders in the property management system.
Review open and completed work orders for accuracy, completeness, and proper documentation.
Follow up with technicians and supervisors on outstanding, delayed, or incomplete work orders; monitor progress and raise overdue or recurring issues to management.
Ensure work orders include current notes, completion details, and supporting documentation.
Contact residents about completed work orders to confirm satisfaction, answer questions, and address concerns; communicate request status and coordinate information or access.
Organize maintenance inventory, storage areas, and supply rooms; monitor stock and identify replenishment needs.
Prepare and maintain purchase order lists and track supply usage, deliveries, outstanding orders, and stock records.
Help ensure technicians have the materials and supplies needed for daily assignments.
Coordinate pest control services with vendors and maintenance staff, communicate treatment schedules and preparation instructions to residents, and record appointments, services, and follow-ups.
Assist with scheduling vendor visits and service requests, follow up on outstanding services, and report unresolved issues to supervisors.
Provide daily administrative support to the maintenance supervisor and property management team.
Maintain organized digital and physical maintenance records; assist with scheduling, tracking, and coordinating maintenance activities.
Prepare reports on work orders, outstanding requests, and inventory levels as needed.
Identify opportunities to improve maintenance workflows, organization, and response times.
Communicate professionally with residents, maintenance personnel, vendors, and management; maintain resident information professionally and confidentially.
Perform additional maintenance-related administrative duties as assigned.
Travel and drive on occasion for business needs, including purchasing supplies, attending company events, and assisting sister properties.