Maintenance Operations Coordinator

Community Association Management • Charlotte, NC

18d

About The Position

The Maintenance Operations Coordinator is responsible for overseeing all maintenance work orders from assignment to completion. Once a Community Manager approves a work order in CincSystems, it automatically flows to our Field Service Management (FSM) platform. From there, this position ensures the right resources are dispatched, timelines are met, updates are recorded, and outcomes are communicated back to the team.
This role requires a highly organized, detail-oriented professional who thrives in a fast-paced, service-driven environment — ensuring that our commitment to “Because Communities Deserve Better” is upheld through every task and transaction.

Requirements

• 3+ years of experience in facilities coordination, maintenance administration, or operations support.
• Strong organizational and multitasking skills with the ability to prioritize high volumes of work orders.
• Proficiency with work order or field service platforms (FSM, CMMS, etc.).
• Excellent written and verbal communication skills.
• A proactive, service-first mindset with a commitment to accountability and accuracy.
• High attention to detail and ability to work collaboratively across teams.

Responsibilities

• Coordinate and Dispatch Work Orders once received in the FSM platform, assigning tasks to internal technicians or subcontractors based on skill set, location, and urgency.
• Monitor Work Order Progress , ensuring each job is completed on time, within scope, and with proper documentation.
• Validate Vendor Compliance , confirming licensing, insurance, and quality standards are met prior to dispatch.
• Communicate with Internal Teams — providing real-time updates to the Director of Maintenance and Community Managers as jobs progress.
• Ensure Documentation Accuracy , including photos, notes, and cost verification for every work order.
• Support Financial Accuracy by ensuring all labor and materials are properly coded for invoicing.
• Identify Recurring Issues or inefficiencies and recommend process improvements.
• Collaborate Cross-Functionally with Resident Services, Accounting, and Community Management to ensure visibility and transparency.
• Participate in Weekly Maintenance Meetings to review performance metrics, open work orders, and departmental improvements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed