The Maintenance Operations Coordinator is responsible for coordinating and overseeing the day-to-day maintenance operations for Vantage-managed properties. This position acts as the central point of coordination between tenants, Vantage’s maintenance technicians, contractors, property managers, landlords, and internal staff.

The goal of the position is to ensure that maintenance requests are properly documented, scheduled, communicated, completed, and billed accurately and efficiently, while maintaining a high standard of service for our tenants and property owners.

1. Work Order Management

- Receive, review, and create maintenance work orders from tenant requests, property managers, inspections, and internal maintenance requirements.
- Ensure every work order contains complete and accurate information, including:
- Property address and unit
- Detailed description of the issue
- Location of the issue within the property
- Photos and supporting documentation where applicable
- Tenant contact information
- Access requirements
- Priority/urgency of the request
- Review incoming requests to determine whether additional information or photos are required before assigning the work.
- Assign work orders to the appropriate Vantage technician or contractor.
- Monitor open work orders through to completion.
- Follow up on outstanding or delayed work orders.
- Ensure work orders are properly updated and closed once work is completed.
- Maintain accurate records within Vantage's maintenance systems.

2. Maintenance Technician Scheduling

- Manage and coordinate the daily schedules for Vantage's full-time maintenance technicians.
- Assign work orders based on urgency, location, technician skill set, availability, and efficiency.
- Coordinate technician appointments with tenants and property managers.
- Maintain an organized schedule that allows technicians to maximize productive time and minimize unnecessary travel.
- Adjust schedules when emergencies, cancellations, additional work, or unforeseen circumstances arise.
- Ensure technicians have the information, materials, keys, access instructions, and work order details required before attending a property.
- Monitor technician workloads and assist with prioritization when required.
- Coordinate vacation, time-off, and schedule changes as they relate to maintenance operations.

3. Tenant Maintenance Communication

- Act as a primary point of contact for tenants regarding maintenance matters.
- Communicate with tenants regarding:
- Appointment scheduling
- Work order updates
- Technician arrival information
- Follow-up questions
- Additional information or photos required
- Completion of maintenance requests
- Maintain professional, timely, and courteous communication with tenants.
- Ensure tenants receive appropriate updates when a repair cannot immediately be completed.
- Coordinate access arrangements and appointment times.
- Escalate tenant concerns or unresolved issues to the appropriate Property Manager when required.




- Ensure maintenance communication is properly documented within the work order.

4. Contractor Coordination & Management

- Source and coordinate qualified contractors when work is outside the scope or availability of Vantage's internal maintenance team.
- Request and review contractor availability and pricing.
- Coordinate contractor appointments with tenants and property managers.
- Provide contractors with detailed work order information, property details, access instructions, and required documentation.
- Monitor contractor attendance and completion of assigned work.
- Follow up on outstanding contractor work.
- Ensure contractors provide appropriate documentation, photos, reports, and invoices.
- Review contractor invoices against completed work and approved pricing before processing.
- Identify discrepancies, duplicate charges, incomplete work, or billing concerns and resolve them before invoicing.
- Maintain professional relationships with Vantage's contractor network.
- Assist with sourcing new contractors when required based on geography, trade, pricing, availability, or service requirements.

5. Maintenance Billing & Invoicing

- Prepare maintenance billings for completed work.
- Review work orders to ensure all billable items have been captured.
- Apply the appropriate Vantage labour rates, contractor charges, materials, markups, and applicable fees.
- Review contractor invoices and supporting documentation before billing.
- Ensure landlord and/or tenant billings accurately reflect the work completed.
- Finalize maintenance billing once all required information and documentation has been received.
- Identify missing costs, incomplete invoices, or discrepancies before closing a work order.
- Ensure billing is completed in a timely manner following completion of work.
- Work closely with accounting and property management to resolve billing questions.

6. Inventory & Stock Management

- Manage Vantage's maintenance inventory and stock levels.
- Monitor commonly used maintenance materials, supplies, parts, and equipment.
- Maintain appropriate inventory levels to support the maintenance technicians.
- Identify items that need to be reordered before stock becomes critically low.
- Coordinate purchasing and replenishment of maintenance supplies.
- Track materials used on work orders where applicable.
- Maintain an organized and accurate inventory system.
- Review inventory usage and identify opportunities to improve purchasing efficiency and reduce unnecessary costs.
- Ensure technicians have access to the materials and supplies required to complete their work efficiently.

7. Maintenance Sourcing & Purchasing

- Source materials, parts,



equipment, and services required to complete maintenance work.
- Obtain pricing and availability from suppliers and contractors when required.
- Research alternative suppliers or service providers when appropriate.
- Coordinate ordering and delivery of materials.
- Ensure materials are available for scheduled maintenance projects.
- Assist the Property Managers and maintenance team with sourcing solutions for unusual or difficult maintenance requirements.

8. Quality Control & Follow-Up

- Monitor maintenance work to ensure it has been completed appropriately and within the expected timeframe.
- Follow up on incomplete, recurring, or unresolved maintenance issues.
- Review technician and contractor notes and photos to ensure sufficient documentation has been provided.
- Identify recurring maintenance issues and bring them to the attention of the appropriate Property Manager.
- Ensure work orders do not remain open unnecessarily.
- Assist in identifying opportunities for preventative maintenance or longer-term solutions rather than repeatedly addressing the same issue.

9. Communication With Property Managers & Internal Staff

- Maintain consistent communication with Residential and Commercial Property Managers regarding maintenance activities.
- Provide updates on significant, delayed, recurring, or high-cost maintenance issues.
- Escalate issues requiring landlord approval or Property Manager involvement.
- Coordinate maintenance requirements arising from inspections, tenant turnovers, vacancies, and property projects.
- Ensure information is accurately transferred between Property Management, Maintenance, Accounting, tenants, and contractors.

10. Emergency & After-Hours Maintenance Coordination

- Assist with coordinating urgent and emergency maintenance requirements.
- Determine the appropriate response based on the nature and urgency of the issue.
- Ensure appropriate documentation and billing are completed following emergency work.
- Communicate with the Property Manager regarding significant emergency situations or property damage.

11. Administrative & Operational Responsibilities

- Maintain accurate maintenance records and documentation.
- Keep contractor information, pricing, and contact information current.
- Assist with maintaining standardized maintenance procedures and workflows.
- Identify inefficiencies within the maintenance process and recommend improvements.
- Assist with implementation and maintenance of Vantage's maintenance systems and software.
- Maintain organized electronic records, photos, invoices, and supporting documentation.
- Support the ongoing development of Vantage's maintenance operations as the company grows.

Job Type: Full-time Pay: $24.00-$26.00 per hour

Benefits

- Casual dress
- Extended health care
- In office parking

Experience:
- Property Management: 2 years (preferred)

Language:
- English (required)

Licence/Certification:
- G2 (preferred)

Work Location: In person

📌 Maintenance Coordinator (London)
🏢 Clayfield Builders
📍 London