Role Summary

Work alongside the Maintenance Superintendent to manage the subscriber maintenance calendar and day-to-day scheduling. You’ll ensure subscribers receive clear, consistent communication and an exceptional service experience, while supporting maintenance operations and new subscriber onboarding. This is a precision, process-driven role focused exclusively on maintenance operations.

Core Responsibilities

Communication & Subscriber Experience
  • Provide prompt, consistent communication with subscribers, maintenance technicians, and internal team members across phone, text, and email.
  • Set and maintain realistic expectations around scheduling, requests, recommendations, and service status.
  • Follow up after service completion; document issues/complaints and escalate to the Maintenance Superintendent as needed.
  • Build long-term subscriber relationships through trust, responsiveness, and reliability.
Scheduling, Calendar Control, and Coordination
  • Manage and audit the maintenance calendar to maximize labor utilization.
  • Send routine appointment reminders and “honey-do request” reminders.
  • Prepare advance reminders to the Maintenance Superintendent regarding upcoming visit needs (supplies, materials, and prep items).
Repair Escalation & Handoffs
  • Monitor field-flagged items requiring repair attention during or after maintenance visits.
  • Create urgent repair requests from maintenance flags and route to the Repair Coordinator per established protocols.
  • Maintain tight communication with the Repair Coordinator to ensure fast, clean handoffs between maintenance and repair.
Subscriber Database & Admin Support
  • Maintain accuracy of the subscriber database and files (including creating new subscriber files).
  • Keep an active digital file of maintenance reports and updates.
  • Support scheduling, attend meetings as needed, and record/distribute notes.
Billing, Materials, and Accounting Support
  • Assist with ordering materials as requested (training required).
  • Process weekly expense reports; validate receipts against subscriber name and amounts due.
  • Upload pre-approved invoices to SharePoint and send required accounting documentation by weekly deadline (Mondays).
  • Hand off final material invoicing from maintenance appointments to accounting.
  • Verify mileage calculations and submit mileage reports to accounting.
Tracking & Reporting
  • Track maintenance technician time on jobs and overages.
  • Maintain accurate updates in Daylite and Asana (tasks, files, data) as requested.
  • Provide monthly summary of completed maintenance appointments to accounting, weekly maintenance status updates to the Maintenance Superintendent, and daily maintenance reporting on status and updates.

Qualifications

Experience
  • Degree preferred, not required.
  • 6–10 years of related experience and/or training (or equivalent combination).
  • 5+ years of experience in the construction industry.
Language
  • Bilingual fluency in English and Spanish preferred.
Computer Skills
  • Working knowledge of: Microsoft Word, Google Docs, Excel, QuickBooks, TSheets, Paychex Payroll, Asana, and Daylite.
Other Skills & Abilities
  • Excellent listening skills; strong written and verbal communication
  • Strong time management; able to juggle multiple projects across locations
  • High professionalism; team-oriented; customer-service driven
  • Working knowledge of construction and applicable terminology
License
  • Valid California Driver’s License; ability to drive to job sites as needed.

Benefits

  • Medical: Kaiser (company covers 90% of employee-only premium)
  • Dental / Vision / Life: Unum (company covers 100% of employee-only premium)
  • Paid Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Day, plus 1 personal holiday
  • Vacation: Available after 6 months of employment
  • Sick Leave: Available after 90 days of employment
  • FSA: Medical flexible spending account
  • 401(k) + match: Eligible after 1 year of employment