The Maintenance Manager is responsible for overseeing the end-to-end coordination of maintenance operations, with a primary focus on scheduling, workflow efficiency, and collaboration with department heads.
This role ensures that maintenance jobs are allocated, tracked, and completed efficiently, while maintaining high standards of communication with internal teams, property managers, and contractors.
A key component of this role is forward planning, ensuring a proactive and structured approach to scheduling rather than reactive job allocation.
Key Responsibilities
Scheduling & Workflow Management
· Manage and oversee daily scheduling of maintenance jobs across all technicians and trades
· Allocate jobs based on urgency, location, and resource availability
· Maintain a minimum 2-week forward-planned schedule of confirmed bookings at all times
· Proactively identify and fill gaps in the schedule to maximise efficiency
· Monitor job progress and adjust schedules in real-time to accommodate urgent or changing priorities
Department Coordination
· Act as the central point of coordination between:
- Property Management team
- Trades/Technicians
- Administration team (off-shore and in office)
· Work closely with department heads to:
- Align priorities
- Resolve workflow bottlenecks
- Ensure service level expectations are consistently met
Job & System Oversight
· Ensure all jobs are accurately logged and tracked in systems (e.g. ServiceM8 / Salesforce)
· Maintain clear, detailed, and consistent job notes for full team visibility
· Oversee quoting and approval workflows at a high level
· Ensure all job statuses are up to date and reflective of real-time progress
Communication & Service Delivery
· Maintain clear, professional, and timely communication with stakeholders
· Provide consistent updates on job status, delays, and issues
· Manage expectations with Property Managers and internal teams
· Ensure communication is solution-focused and aligned with service standards
Process Improvement
· Identify inefficiencies in scheduling, coordination, and workflow
· Implement process improvements to increase productivity and reduce delays
· Support standardization of systems and processes across teams
Pay: $75,000.00 – $85,000.00 per year
Work Location: In person
