Building Maintenance Services, LLC is seeking a reliable, organized, and detail-oriented **Maintenance Coordinator & Office Specialist** to support our growing maintenance operations. This hybrid role combines administrative expertise with maintenance coordination to ensure efficient workflow for our team of skilled technicians, timely resolution of tenant and property requests, and smooth office operations.
You will serve as the central point of contact for maintenance requests, scheduling, vendor coordination, and record-keeping while handling essential office tasks. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and is committed to delivering exceptional service to our property owners, tenants, and internal team. This position reports directly to the company owner / operations leadership.
Key Responsibilities
**Maintenance Coordination (Primary Focus):**
- Receive, log, prioritize, and track all incoming maintenance requests from tenants, property managers, and owners via phone, email, tenant portals, PropertyMeld, AppFolio, and other channels.
- Qualify and troubleshoot requests, determine urgency, and dispatch work to in-house technicians or approved vendors.
- Schedule and coordinate repairs, preventive maintenance, and inspections; follow up on completion and tenant satisfaction.
- Manage vendor relationships: obtain quotes, schedule services (plumbing, electrical, HVAC, landscaping, etc.), negotiate pricing where appropriate, and ensure work meets quality and budget standards.
- Maintain accurate records of all work orders, invoices, parts/supplies, and maintenance history in CMMS systems (AppFolio & PropertyMeld).
- Monitor open tickets and escalate issues as needed; provide status updates to landlords, tenants and the team.
- Assist with inventory management of tools, parts, and supplies; process purchase orders and reconcile receipts.
**Office & Administrative Support:**
- Handle general office duties including phones, correspondence, filing, scanning, and data entry.
- Prepare and maintain maintenance-related documents such as service agreements, invoices, reports, vehicle logs, and compliance records.
- Billing, accounts payable/receivable for maintenance jobs, and assist with monthly reporting.
- Help with onboarding and administrative needs for maintenance technicians (time tracking, supply requests, etc.).
- Contribute to special projects such as marketing support, or process improvements.
- Ensure compliance with company policies, safety standards, and Oregon regulations.
Required Skills & Qualifications
- 2+ years of administrative or coordination experience, preferably in property management, facilities maintenance, construction, or a related field.
- Strong organizational and multitasking abilities with exceptional attention to detail.
- Excellent verbal and written communication skills in English; professional phone and email etiquette.
- Proficiency with computers and software: Microsoft Office (Word, Excel, Outlook), and property management systems (AppFolio/PropertyMeld experience is a strong plus).
- Ability to learn and use new software/tools quickly.
- Valid Oregon driver’s license with a clean driving record (occasional local travel may be required).
- Background check required.
**Preferred Qualifications:**
- Experience in residential or commercial property management/maintenance.
- Strong knowledge of basic facilities maintenance concepts (plumbing, electrical, HVAC, etc.).
- Knowledge of Oregon employment and real estate regulations.
- Bilingual (English/Spanish) is a plus.
What We Offer
- Competitive hourly wage with room for growth based on performance.
- Supportive team environment with two experienced maintenance technicians.
- Opportunity to make a direct impact on operational efficiency and customer satisfaction.
- Stable, locally owned company with long-term growth potential tied to our commercial and residential portfolio.
- $25.50–$32.50/hour DOE, full-time, with 401(k) after 1 year, PTO, and paid sick leave.
**To Apply:**
Please send a one-page cover letter and your resume to info@pikesnw.com. Applications without both a cover letter and resume will not be considered. Principals only.
Principals only. Recruiters, please don't contact this job poster.