Maintenance Service Coordinator

Who we are: A three-time winner of the Business Journal's Best Places to Work Award, New Land is real estate development and property management firm specializing in mixed-use residential and commercial real estate. 

Check us out here:

This is New Land!

What we do: We create memorable spaces, focused on user experience, believing that cities thrive when they're diverse, walkable, and culturally vibrant. Recent and current multi-family developments include Urbanite, a mixed-use 13-story high-rise; Kinetik, a mixed-use project that converted a city street into a pedestrian plaza; and Nova, a 251-unit project currently under construction.

Additionally, New Land recently finished completing  Ascent (www.AscentMKE.com), which has received international recognition for its pioneering use of mass timber, and at 25 stories is the tallest mass timber hybrid structure in the world. Ascent has been featured in national media like the WSJ, Chicago Tribune, NPR, and PBS NewsHour.

Community projects include Black Cat Alley, a defunct alley turned public arts space, and the permanent placement of the Milwaukee Film Festival in the Oriental Theater, a unique movie theater on the National Register of Historic Places.

What we are hiring for: As aMaintenance Service Coordinator, you will act as a vital link between the Vintage Portoflio office and Vintage Portfolio maintenance, ensuring everything runs efficiently. This is a unique opportunity, as the role will be split between working in the office and out in the field. We are looking for someone who can balance both environments!

Compensation:

• $25-$30/hr, DOE
• Annual bonus
• Split renewal commissions, paid out monthly after a probationary period

Key Responsibilities:

1. Ordering Supplies and Comparing Prices:
   • Research and compare prices from various suppliers to ensure cost-effective purchasing of supplies and materials.
   • Place orders for necessary maintenance supplies, parts, and equipment, ensuring that inventory is kept at adequate levels.
   • Work with the team to identify opportunities for cost savings and improve procurement processes.
   • Develop and maintain standardized order lists for each building to streamline the ordering and stocking process.
2. Managing Inventory at Main Shop, Building-Specific Shops and Off-Site Storage:
   • Maintain and organize inventory at the main maintenance shop, off-site storage, as well as at each shop located within each building.
   • Conduct regular inventory checks to ensure that essential parts and supplies are stocked, and reorder items as needed.
   • Track the usage of materials and supplies to identify trends or shortages in inventory.
   • Establish a system for tracking high-demand and low-demand items to optimize storage and ordering.
   • Ensure each shop is equipped with the necessary supplies, and that items are properly labeled, stored, and easily accessible to maintenance staff.

1. Conducting Pre-Move-Out Inspections:
   • Schedule and conduct pre-move-out inspections to assess the condition of units before tenants vacate.
   • Document in the property management system all necessary repairs, replacements, or damage, and use this information to ensure any needed parts are ordered in advance.
   • Communicate findings to the Maintenance Supervisor and Property Manager to ensure timely completion of required work before the unit is turned over.
   • Create and maintain reports of inspections, including photos and notes for future reference.
2. Scheduling Unit Turns:
   • Coordinate and schedule unit turns, ensuring that units are prepared and ready with an emphasis on shortest down time.
   • Maintaining a make-ready board in the property management system.
   • Work with the vendors and Maintenance Supervisor to prioritize unit turns, considering the scope of work and deadlines.
   • Ensure that all items (Paint, Maintenance Turn, Carpet Cleaners/replacement, Unit Cleaners, Unit Keys) are completed before new residents move in.
   • In coordination with the Maintenance Supervisor, perform final quality control of unit turns and verify all keys are in working order.
3. Creating and Managing Purchase Orders:
   • Create and submit purchase orders for parts, supplies, and any vendor work needed at each property.
   • Ensure purchase orders are tracked and properly recorded in the property management system.
   • Coordinate with the Maintenance Supervisor and Property Manager to approve purchases and track expenses.
4. Assisting Maintenance Technicians and Managing Workloads:
   • Work at the direction of the Maintenance Supervisor to assist with completing work orders if the team is behind schedule or short-staffed.
   • Help with troubleshooting, conducting repairs, or handling tasks outside of regular duties when necessary to ensure work is completed on time.
   • Occasionally travel to local suppliers or stores to purchase last-minute parts or materials required for urgent repairs.

Qualifications:

• Experience:
  • 2 years of experience in property management, maintenance, or a related field.
  • Experience with inventory management, purchasing, and scheduling in a maintenance environment is preferred.
  • Hands-on experience in residential property maintenance or construction is a plus.
• Skills:
  • Strong organizational and multitasking abilities, with attention to detail.
  • Excellent communication skills, both written and verbal, to interact effectively with residents, vendors, and team members.
  • Proficient in property management software (e.g., Entrata) preferred, and Microsoft Office Suite (Word, Excel, Outlook) required.
  • Ability to prioritize and manage multiple tasks, especially in a fast-paced environment.
• Abilities:
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and ability to troubleshoot maintenance issues effectively.
  • High level of customer service orientation and professionalism when interacting with residents.
  • Ability to be flexible and adapt to changing priorities.

Physical Requirements:

• Ability to sit or stand for extended periods of time.
• Ability to occasionally lift and carry up to 50 pounds.
• Frequent walking or travel between buildings may be required.
• Some outdoor work or travel to supplier locations for urgent parts may be necessary.

• This position reports to the Senior Multi-Site Property Manager

• This is a non-exempt position, hourly

• This job description is not intended to be all-inclusive; additional details will be specified by the supervisor. The employee will also perform other reasonable business duties as assigned by the supervisor

• Shift is typically 8:00am – 4:30pm Monday-Friday. *Optional Saturday shifts available.

• This position would require participation in our on-call rotation, a minimum of 2 weeks per year.

Benefits:

• Health Insurance, Dental and Vision Insurance, Disability Insurance, generous PTO (paid time off) policy, Life Insurance, 401K matching, employee discounts on housing, wellness benefits, mental health resources, and more.
• Consistent scheduling to support a work-life balance
• Employee engagement events throughout the year