Job Description

Summary

Do you enjoy a dynamic working environment? Do you enjoy using a variety of skills throughout the day? Our growing real estate firm is hiring a real estate team to bring excellent, personal service to tenants, property owners and vendors. We are looking for an experienced professional with a proven track record but are also seeking new motivated talent. Friendly, affable, reliable personalities are a must, and we want to work with professionals like us who work hard and have passion and integrity for our clients. Must be able to effectively manage and prioritize multiple maintenance issues and unit turnovers simultaneously with attention to detail.

Responsibilities - Maintenance Coordination

Able to handle a variety of maintenance coordination and administrative tasks, including work orders, service requests, property maintenance and vendor compliance requirements

Respond in a timely manner to tenants needs to meet lease obligations

- complete within 2 business days

- complete within 10 business days

Answer, triage and initiate daily phone calls, emails and texts for a variety of tasks

Handle and/or create maintenance work orders and tasks from various input channels, including emails, text messages, phone calls, etc.

Schedule and coordinate vendors and maintenance technicians for specific work orders and repairs with occupants and tenants

Get quotes for work as required per company and property guidelines

Communicate with and obtain owner approval for maintenance and repairs as necessary

Follow up with contractors and vendors to ensure work is progressing and completed on time

Update work orders in property management software and other company systems to reflect notes, appropriate assignments, status, and resolution in conjunction with field technicians and contractors

Support field technicians by locating and ordering parts or services as needed

Receive and review contractor invoices, ensuring all work is completed at the agreed-upon price

Enter and submit approved vendor invoices to accounting

Maintain and document warranty information as appropriate

Maintain and monitor preventive maintenance schedules

Develop, manage and maintain strong relationships with tenants, vendors and contractors

Create and maintain vendor databases; obtain and document vendor insurance coverage, tax ID numbers, and W9s

Proactively seek out new vendors and gather relevant information to support operational needs and cost efficiency

Document maintenance troubleshooting steps, repair findings, and research for future reference and process improvement

Provide on-site access to vendors and oversee entry for maintenance and repair work

Collaborate with team members as needed

Responsibilities - Property Inspection Reviews - in collaboration with Team

Review all property inspections (to include move outs, move ins, maintenance, periodic and tenant assessment inspections, etc) and create maintenance requests for any outstanding issues. Complete within 3 business days of receipt

At move out, review tenant's move in inspection and compare it to move out inspection to identify security deposit deductions and owner maintenance charges, collaborating with team as needed

Create any needed maintenance request, assign to appropriate vendor and manage to completion

Responsibilites - Other Administrative Support

After hours or weekends as needed: monitor communications (company emails, texts, phones) and redirect any emergency issues to an appropriate staff member

Phone and email communication support

Work with current tenants to resolve any issues

Enter and maintain essential property and unit information in company databases

Qualifications

Minimum 2-3 years experience in maintenance coordination, administrative or property management support

Basic technical knowledge of common building systems like HVAC, electrical, plumbing essential for diagnosing issues and overseeing repairs

Excellent written and verbal communication skills

Detail oriented with strong independent work ethic.

Adaptable personality able to complete a variety of tasks while interacting with both tenants and vendors in a timely and professional fashion

Proficient in Microsoft Office software

Self motivated and driven to do the right thing every time providing excellent customer service

Proficiency in problem-solving and time management

Ability to quickly and efficiently troubleshoot issues, evaluate solutions, and implement the most effective one

Have own transportation vehicle, driver's license and auto insurance

Highly organized with the ability to manage multiple tasks and see them to completion

High school diploma or equivalent education

Bachelor degree preferred

Flexible to work overtime as position requires

Must be able to work in office Monday - Friday 8:30am - 5:00pm

Desired Skills

Familiarity with property management software

To Apply

Send cover letter and resume to careers@pintailpm.com

Please respond to these questions in the cover letter.

1) What do you think is the most important skill for a successful maintenance coordinator and why?

2) What is the company's logo?

Direct applicants only please, no agencies.

Job Type: Full-time

Pay: $27.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

401(k) Health insurance Paid time off
Education:

Bachelor's (Preferred)
Experience:

maintenance coordination: 2 years (Required)
Language:

English (Required)
Ability to Commute:

San Jose, CA 95129 (Required)
Ability to Relocate:

San Jose, CA 95129: Relocate before starting work (Required)
Work Location: In person