Title: Maintenance Coordinator

Reports to: Maintenance Supervisor

Department: Operations

Are you the person who keeps everything moving?

You’re highly organized, naturally on top of the details, and somehow able to keep multiple moving pieces from falling through the cracks. You enjoy a fast-paced environment, know how to prioritize what needs attention first, and aren’t afraid to jump in and figure things out when plans change.

As our Maintenance Coordinator, you’ll be the hub that helps keep our maintenance operations running smoothly. From coordinating and prioritizing work orders to communicating with site teams, tracking inventory, organizing the warehouse, and ensuring our technicians have what they need. You’ll play a key role in keeping everything connected and on track.

If you're tech-savvy, an effective communicator, love organization, and thrive in a role where no two days look exactly the same, this could be the opportunity for you.

At Old Oak:

- We demonstrate integrity in everything we do
- We keep our people, our customers, and our community as our priority
- We are a company where people want to be

What We Offer:

- Certified Great Place to Work®
- Competitive wage structure
- Health and wellness advantages
- A company that gives back to the local community
- Opportunities for subsidized professional development
- Room for future growth and advancement
- A friendly, fun, and safe team-oriented work environment

Role Summary and Purpose

Reporting to the Maintenance Supervisor, the Maintenance Coordinator provides critical administrative and logistical support to ensure timely and effective completion of work orders. This role receives all work order requests, assigns work orders to site staff (grounds or superintendents) or maintenance technicians based on priority, skill level required and availability of resources, and communicates with site teams to ensure that proper notice of entry is provided to tenants. In addition, this role maintains the upkeep of warehouse operations and management of inventory to ensure that tools and parts are available as required.

The individual in this position will regularly lift and move items weighing up to 70 lbs, as well as operate a standard forklift for heavier or palletized loads.

Responsibilities





Work Order Scheduling and Coordination

- Receive, review, prioritize, and distribute maintenance work orders to the appropriate staff as dictated by work order assignment SOP.
- Email Community Managers at each site to provide maintenance schedules and specify 24 hour notice of entry requirements for communication to residents
- Track and update the status of work orders, ensuring timely completion and accurate documentation.
- Communicate urgent requests for Contractor support, contact applicable contactor to be dispatched, issue P.O.’s and communicate timelines to the Maintenance Supervisor and Property Management staff.

Inventory Control & Documentation

- Perform regular inventory audits of warehouse stock and stock maintained at each campus to maintain accurate records and appropriate stock levels.
- Update inventory management systems, generating reports on usage trends, restocking needs, and discrepancies.
- Collaborate with the Maintenance Supervisor and Project Coordinators to reorder materials as needed.

Warehouse Operations

- Accept and verify incoming deliveries against purchase orders, noting any discrepancies or damages.
- Efficiently organize and store parts, tools, and equipment to maximize space and accessibility.
- Safely lift and move items weighing up to 70 lbs regularly.
- Operate a standard forklift to transport heavier or palletized loads, adhering to all safety guidelines.

Health and Safety Compliance

- Comply with all safety regulations related to warehouse operations, manual handling, and forklift use.
- Maintain a clean, organized, and hazard-free warehouse environment.
- Report any safety concerns or equipment malfunctions to the Maintenance Supervisor.
- Promote a culture of safety through adherence to protocols and active participation in safety training.

Administrative Support

- Prepare and maintain clear records of orders, deliveries, and work order assignments.




- Schedule and coordinate Maintenance staff assignments, ensuring all administrative tasks are completed efficiently.
- Ensure tracking and reporting of distances driven by staff is being completed and accurate.
- Maintain a documented inventory of company tools monthly.
- Provide prompt communication to the Specialized Maintenance team on material availability, shipping delays, or other pertinent updates.
- Other duties as assigned

Qualifications, Skills & Requirements

- High school diploma or equivalent required; post-secondary education in business administration, supply chain, or a related field is preferred
- 2+ years experience in a maintenance role in a multi residential environment is essential
- Proficiency with work order management or inventory control software
- Valid forklift operator certification, with proven ability to operate a forklift safely and efficiently
- Basic understanding of specialized maintenance operations is an asset
- Ability to lift and carry items weighing up to 70 lbs on a regular basis
- Comfortable working in a warehouse environment, including standing, bending, and moving for prolonged periods
- Strong attention to detail and ability to prioritize tasks in a dynamic environment
- Clear and concise verbal and written communication to support effective collaboration
- Proactive in identifying issues, proposing solutions, and adapting to changing requirements
- Works collaboratively with technicians, supervisors, and other stakeholders, maintaining a positive and supportive workplace culture
- Reliable and consistent in meeting deadlines, completing tasks, and following through on commitments.

Working Hours

7:00 am to 3:30 pm Monday to Friday.

Here at Old Oak, we are a quickly growing company and are excited to maintain the right staff. As such, we offer a very competitive compensation package to attract and maintain the best people. Old Oak is thankful to all who apply, however, only those who are qualified will be contacted for an interview.

Old Oak is an Equal Opportunity Workplace committed to fostering a safe, healthy, and inclusive work environment. We are committed to providing a fully accessible recruitment process. Accommodations are available upon request.

📌 Maintenance Coordinator (London)
🏢 Old Oak Properties
📍 London