Maintenance Coordinator
Full time/Contract Position
Drake Property Management is seeking an organized, service-focused, and results-driven Maintenance Coordinator to join our growing team. This role is well suited to someone who can balance resident service, maintenance coordination, operational follow-through, and detailed administration in a fast-paced residential property management environment.
This role supports Drake’s residential portfolio within a coordinated maintenance and property management model. The Maintenance Coordinator acts as a central point of communication between residents, site teams, maintenance personnel, operations, and external vendors, helping ensure maintenance requests are appropriately assessed, assigned, tracked, and resolved.
Role Overview
Reporting to the Regional Maintenance Manager, the Maintenance Coordinator is responsible for the day-to-day coordination and administration of maintenance activity across assigned residential communities.
The role receives and assesses resident maintenance requests, creates and assigns work orders, coordinates internal maintenance resources and external vendors, schedules access, tracks outstanding work, and maintains accurate maintenance records.
Success in this role requires strong organization, sound judgment, consistent follow-through, clear communication, and the ability to prioritize multiple service requests and operational requirements simultaneously.
Core Responsibilities
- Monitor resident maintenance requests received through email, telephone, resident portals, and other communication channels and create appropriate work orders.
- Assess maintenance requests upon receipt, determine urgency and required resources, and gather additional information from residents where necessary.
- Assign work orders to on-site Maintenance Technicians, Mobile Superintendents, or approved vendors based on scope, priority, availability, and required expertise.
- Coordinate repairs involving plumbing, electrical, appliances, HVAC, flooring, carpentry, pest control, and general building maintenance.
- Monitor outstanding work orders and follow through with internal teams and vendors to support timely completion.
- Maintain regular communication with Property Managers and operations teams regarding significant, outstanding, recurring, or escalated maintenance matters.
- Coordinate suite access with residents and support the preparation and issuance of required Notices to Enter.
- Maintain accurate and timely documentation, notes, status updates, and completion records for maintenance requests and service calls.
- Coordinate appliance warranty registrations, warranty claims, and related service appointments.
- Schedule and coordinate vendors and contractors while ensuring relevant site and maintenance teams remain informed of ongoing work.
- Support the development and maintenance of relationships with qualified local trades and vendors for inclusion within Drake’s approved vendor network.
- Support vendor evaluation and vetting processes and escalate service or performance concerns where required.
- Coordinate and maintain records for preventative maintenance programs, including HVAC, plumbing, pest control, and other building systems.
- Monitor reported deficiencies within suites and common areas and create or coordinate work orders as required.
- Maintain maintenance logs, preventative maintenance records, vendor information, and related operational data.
- Support the assessment, scheduling, tracking, and coordination of capital expenditure and special maintenance projects.
- Maintain capital and special project logs and provide regular status updates to the Regional Maintenance Manager and Operations leadership.
- Professionally and courteously respond to resident inquiries, feedback, complaints, and concerns related to maintenance services.
- Maintain strong resident relations through timely communication, proactive follow-up, and appropriate escalation.
- Promote the use of RentCafe Resident Portal and other Drake technology platforms used to submit and manage maintenance requests.
- Support compliance with applicable health and safety, fire safety, emergency, privacy, accessibility, and residential tenancy requirements.
- Maintain accurate data entry for work orders, maintenance requests, pest control matters, preventative maintenance, capital projects, and related records.
- Collaborate with other Maintenance Coordinators to maintain visibility of daily maintenance activity, priorities, and outstanding items.
- Follow company policies, procedures, and service standards and perform other duties within the scope of the role as assigned by management.
Compensation and Travel
Competitive base salary aligned with experience and qualifications.
Travel between properties may occasionally be required based on operational needs. Mileage reimbursement is provided for approved business travel where applicable.
KPIs and Performance Expectations
Performance in this role is measured using defined maintenance and operational metrics, including work order response and completion times, outstanding work order volume, accuracy and timeliness of maintenance records, resident communication and responsiveness, vendor coordination, preventative maintenance completion, service follow-up, and completion of assigned operational and capital project requirements.
Requirements
- Previous experience in residential property management, maintenance coordination, building operations, or a related field.
- Strong understanding of residential maintenance processes and the ability to assess and prioritize service requests appropriately.
- Strong customer service and relationship management skills with a professional, resident-focused approach.
- Strong written and verbal communication skills with the ability to work effectively with residents, site teams, maintenance personnel, contractors, and vendors.
- Strong computer skills, including Microsoft Outlook, Word, and Excel.
- Experience with Yardi Voyager is considered a strong asset.
- Experience with Yardi Maintenance IQ or similar maintenance management platforms is considered an asset.
- Strong organizational, time management, and problem-solving skills with the ability to manage multiple priorities and deadlines.
- High degree of accuracy and attention to detail when maintaining work orders, records, logs, and operational data.
- Ability to work independently, exercise sound judgment, and appropriately escalate urgent or complex maintenance matters.
- Process-oriented mindset with a focus on efficiency, accountability, and seeing tasks through to completion.
- Willingness and ability to learn new systems, processes, and technologies.
- Proactive, adaptable, dependable, and collaborative approach with a positive attitude.
About Drake Property Management
Drake Property Management manages a growing residential portfolio supported by centralized operations, structured workflows, and modern property management systems. Our teams operate within a coordinated model designed to improve service delivery, strengthen communication, and support consistent performance across our communities.
We invest in practical training, evolving technology platforms, and clear performance expectations to help our teams succeed while delivering strong resident experiences and operational results. Drake offers a fast-paced environment where individual performance directly contributes to portfolio success and long-term career growth within the property management industry.
Drake Property Management is an equal opportunity employer committed to fostering an inclusive and accessible workplace. We welcome applications from all qualified individuals and will provide reasonable accommodations throughout the recruitment and selection process in accordance with applicable accessibility legislation. If you require accommodation, please advise us at any stage of the process.
