Job SummaryReporting to the Vice President of Maintenance & Construction, the Director of Maintenance Administration is responsible for leading the centralized coordination, dispatch, maintenance administration, and systems optimization functions across the company's Roving maintenance operations.
Full-Time Salary PositionCompensation: $115,000 annually
Benefits Package:Full-time
Benefit Package (Medical, Vision, Dental, and 401K)
Paid Time-Off
Requirements
Centralized Coordination & Billing- 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.
Process Development & Operational Excellence- 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
- Billing and invoicing workflows
- 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.
Systems & Technology Leadership- 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.
KPI Management & Reporting- 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
- Customer service metrics for internal and external customers
- 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.
Cross-Functional Collaboration- Partner closely with:
- Maintenance Leadership
- Vendor Management
- Property Management
- Accounting
- 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.
Qualifications:- 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
- 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.
- Experience working in rapidly growing or acquisition-driven organizations preferred.
Salary Description
$115,000.00 annually
