Maintenance Office Coordinator

Portland Property Management (PPM) is a growing, family-owned property management company centered out of North Portland. We are looking to expand our staff with a new Property Management Maintenance Office Coordinator!

About the company:

With a focus on ethical property management, we take the time to assure our tenants and homeowners receive the highest quality of services. We manage a variety of rental properties with a portfolio of ~350 units ranging from character-rich single family homes, small multiplexes,  to high-end properties throughout the greater Portland Metro Area. 

We set ourselves aside by giving every situation the extra attention and thought it deserves. Our goal is to assure our tenants and homeowners are receiving a uniquely attentive and comfortable experience with renting in Portland. As our next Maintenance Office Coordinator, you can expect a dynamic week that will look different from your average, corporate, paper-pushing role. 

Our small team will always be present to help you navigate your work. We are a supportive and caring group who works closely with one another throughout the work day in all aspects of our operations. 

At Portland Property Management, we put People first.

About the position:

You will be stepping into a full-time Maintenance Office Coordinator role. Your primary focus will be supporting our daily maintenance operations through the lens of ethical property management. Your work day will be different each day, with the core responsibilities listed below.

Responsibilities include:

• Coordinating daily repairs and maintenance for our tenants & owners with high attention to customer service, communication, time management, and organization using property management software Appfolio.
• Handle accounts payable/receivables for in-house maintenance work and vendor work, regularly tracking reports, and ensuring all bills are paid on time.
• Coordinate property turnovers when tenants vacate including inspections, vendor coordination, and final accounting in accordance with local Fair Housing laws.
• Conducting inspections of new & current properties including move in/outs, annual walkthroughs, and new property intake inspections.
• Assist with seasonal and ongoing projects such as annual winterization of all units, quarterly key audits, and other ongoing maintenance department projects.
• Complete unit inventories of properties and maintain them in accordance with local Fair Housing laws.
• Weekly audits of work orders/pending requests to maintain up to date records of accuracy in regards to pending jobs, open work orders, and maintenance projects.
• Keep all workflows organized using company project management tools.
• Answer tenant/homeowner/vendor/team questions about property maintenance.
• Establish and maintain positive relationships with tenants, homeowners, and vendors with high observance to customer service in all communications.
• Attend weekly staff meetings, weekly maintenance meetings, and daily maintenance team check-ins taking note of necessary action items and updates.
• Grow strong relationships across all levels of the organization to ensure work assignments and schedules meet department, facility, and client needs.

Requirements:

• This is an in-office position 5 days a week with frequent trips to our rental properties.
• At least 2-3 years of experience in property management and/or project management.
• Comprehensive knowledge of property maintenance in single family homes, apartments and condos.
• Self motivated with a fine attention to detail and knack for project organization.
• Ability to cross over on tasks while displaying confidence working independently.
• Exceptional verbal and written communication, and interpersonal skills.
• Ability to work in a fast-paced work environment balancing multiple projects and embracing change while resolving issues under tight timeframes and conflicting deadlines.
• Ability to work under pressure, handle sensitive or difficult situations, work through ambiguity, and maintain composure in a variety of situations.
• Ability to learn new programs (Appfolio, Z-Inspector, and Trello knowledge is a plus).
• Proficiency with Gmail, Google Drive and Google Docs.
• Comfortable being trained remotely via Zoom / Google Meetings, and screen sharing.
• Must pass a criminal background check.
• Must have a valid driver’s license and working vehicle including auto insurance that can be used for work. Company will reimburse all miles driven for work at federal mileage rate as well as any approved expenses related to work with the Company.

Preferred Qualifications:

• Bachelor’s Degree, or some secondary schooling with 2-3 years of relevant experience
• Familiarity with OR/City of Portland Tenant/Landlord law

Compensation:

• Employee will be provided with company cell phone for use during business hours.
• Salary to be determined, based upon experience
• Health, vision, and dental insurance with employer covering 50%
• Paid personal time off for vacation and sick time
• Paid holidays off
• Simple IRA with employer match up to 3%
• Allotted remote/flex day