Maintenance Billing & Scheduling Coordinator

Auben Realty•Kansas City, MO

10d

About The Position

The Maintenance Billing & Scheduling Coordinator is responsible for short-term preservation of real estate assets across an owner’s portfolio. The role assesses work orders to ensure they contain sufficient information for assignment and completion to maintenance department standards, communicates with residents, owners, vendors, and pod team members throughout the work-order lifecycle, and makes long-term asset-preservation recommendations to the project management team. The position oversees billing for maintenance and property-related services, coordinates maintenance operations across residential properties, manages vendor relationships, and provides information to project management and account managers about recommended repairs. The role also maintains operational benchmarks, tracks maintenance performance, supports preventative maintenance and inventory programs, and works within property spending limits. The position is primarily based in a well-lit office or in the field.

Requirements

High school diploma or equivalent preferred.

Nice To Haves

Experience relevant to the role is reflected in compensation being based on experience and market standards, but no specific experience requirement is stated.

Responsibilities

Oversee the end-to-end billing process for maintenance and property-related services across the residential portfolio.
Review, verify, and process vendor invoices for accuracy, completeness, and compliance with company policies and owner guidelines.
Monitor billing workflows to ensure timely invoice approvals, payment processing, and cost allocation to appropriate properties and accounts.
Investigate and resolve billing discrepancies, vendor payment issues, and invoice exceptions.
Develop and maintain benchmarks for billing accuracy, processing efficiency, cost control, and vendor compliance.
Oversee and coordinate maintenance activities for residential properties.
Create and maintain efficient operations with benchmarks for standards, cost, quality, labor, materials, safety, and housekeeping of materials.
Monitor the maintenance dashboard, assign new work orders, and follow through on existing work orders.
Assess work orders for sufficient information and assign them to appropriate vendors.
Conduct regular property inspections to identify maintenance needs and ensure compliance with safety standards.
Coordinate with internal maintenance technicians, external contractors, and vendors to support timely, quality service delivery.
Gather information and communicate clearly to vendors to ensure rapid response.
Maintain daily, weekly, and monthly maintenance metrics to evaluate performance and identify improvements.
Develop and implement a preventative maintenance program for capital expenditure items.
Implement and maintain an inventory system for equipment, supplies, and parts.
Provide information to the project management department and account managers to support proactive recommendations for long-term repairs.
Stay current on subject-matter trends, technology, and operational efficiencies and implement them when appropriate.
Work within spending limits for each property based on company and owner criteria.
Perform other maintenance duties as requested.