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Facilities & Maintenance Coordinator – (30 Hrs/Wk) - $26-$29/h (berkeley)
Victory Property Group
1598 University Ave
compensation:
$26-$29/hr
employment type:
part-time
experience level:
entry level
job title:
Facilities & Maintenance Coordinator
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Role Status: W-2 Employee, Non-Exempt (Hourly, Overtime Eligible)
Scheduled Hours: Fixed 4-day schedule totaling 30 hours per week (Monday – Thursday, 9:00 AM – 5:00 PM; includes a mandatory 30-minute unpaid meal break)
Target Start Date: October 26, 2026
Compensation: $26.00 – $29.00 per hour (DOE)
ROLE OVERVIEW
Victory Property Group is seeking an organized, assertive, and proactive Facilities & Maintenance Coordinator to execute daily maintenance dispatch, work order logistics, and vendor tracking across our Berkeley residential portfolio.
This position bridges the gap between resident maintenance requests, Entrata software management, vendors, and on-site maintenance personnel. The primary mission of this role is to establish advance work order scheduling—eliminating same-day reactive dispatching so that on-site technicians arrive each morning with a fully structured, pre-planned work queue. While advance scheduling is the standard, the Coordinator will also rapidly triage and dispatch urgent habitability and life-safety maintenance emergencies as needed.
KEY RESPONSIBILITIES
1. Work Order Management & Advance Scheduling (Entrata)
-Proactive Dispatching: Review, prioritize, and schedule all incoming resident maintenance requests in Entrata in advance—eliminating same-day reactive scheduling. Ensure tenants are properly notified.
-Technician Routing: Build clear, structured daily work order queues for on-site maintenance technicians so they have clear direction upon arrival each morning.
-SLA & Ticket Tracking: Monitor work order progress in Entrata to enforce Service Level Agreement (SLA) resolution windows and prevent ticket backlog.
-Tenant Coordination: Coordinate entry windows directly with residents and work alongside leasing/community team members to issue statutory 24-hour Notices to Enter in compliance with California law.
-End-to End Work Order Ownership: Own the administrative lifecycle of maintenance work orders from initial resident request through scheduling, technician/vendor assignment, resident communication, documentation, follow-up, and final closure in Entrata. Ensure completed work orders contain appropriate notes, photos, costs, and resolution details before closing.
2. Facilities, Vendor Oversight & Risk Compliance
-Turnover & Service Logistics: Assist in scheduling third-party vendors (plumbers, electricians, painters, turnover cleaners) for unit turns and specialized repairs.
-Vendor COI Management: Collect, verify, and maintain digital tracking for third-party contractor Certificates of Insurance (COI), active trade licenses, and service agreements before work commences.
-Preventative Maintenance: Maintain schedules for recurring preventative maintenance (HVAC servicing, life-safety inspections, filter changes).
-Inventory & Purchasing Tracking: Monitor maintenance supply levels, track vendor invoices, and ensure repair materials are staged prior to scheduled work.
-Safety & PEO Alignment: Ensure all on-site maintenance activities align with OSHA standards and BBSI risk mitigation safety guidelines.
3. Operational Compliance & Administrative Support
-Morning Alignment: Participate in daily morning synchronization check-ins (Monday–Thursday) to align daily maintenance priorities with management.
-Regulatory Compliance: Assist with tracking habitability standards under CA Civil Code § 1941.1 and maintaining complete digital record trails in Entrata.
-Issue Escalation: Identify and immediately escalate emergencies, habitability concerns, repeat maintenance issues, resident disputes, vendor delays, safety concerns, and repairs exceeding established approval thresholds to the Portfolio Operations Lead.
MANDATORY REQUIREMENTS & QUALIFICATIONS
-Experience: 1–3 years in property management coordination, facilities scheduling, or dispatch operations.
-Software Proficiency: Strong experience with property management software (Entrata experience strongly preferred) and Google Workspace.
-California Compliance Knowledge: Familiarity with California 24-hour Notice to Enter requirements and habitability standards.
-Schedule: Must be available on-site/in-office Monday through Thursday, 9:00 AM – 5:00 PM.
-Physical Demands: Walking the property grounds, climbing stairs, entering unit maintenance areas, inspecting completed repairs, and occasionally lifting or carrying up to 25 pounds.
HOW TO APPLY
To apply, please email your Resume and Cover Letter to with the exact subject line:
"Facilities Coordinator Application - [Your Name]"
You must answer the following two mandatory screening questions directly in the body of your email:
-Work Order & Dispatch Experience: Describe your experience managing work orders or maintenance scheduling in Entrata (or a similar property management system). How do you ensure maintenance technicians have a clear, prioritized work queue assigned before their shift begins?
-Tenant & Notice Coordination: In California, non-emergency maintenance requires a 24-hour Notice to Enter. Describe a time you had to coordinate a tight maintenance schedule while ensuring statutory tenant notices were issued accurately and on time.
EQUAL OPPORTUNITY & EMPLOYMENT DISCLAIMER
Equal Opportunity & Employment Disclaimer: Victory Property Group is an Equal Opportunity Employer. Employment is at-will, meaning either the employee or the company may terminate the relationship at any time, with or without cause or notice. This job posting is for informational purposes only, does not constitute an employment contract or guarantee of employment, and company management explicitly reserves the right to modify job duties, assignments, shift schedules, or operational requirements at any time as business needs dictate.
- Principals only. Recruiters, please don't contact this job poster.