Director of Maintenance Administration

About Fairgrove Property Management

• Fairgrove Property Management provides industry-leading residential property management services to real
• estate investors and residents throughout Southern California. Founded in 1976, the Santa Ana, CA-based
• company makes owning investment properties profitable and effortless. Four decades of experience in the
• residential real estate sector empowers Fairgrove to deliver a combination of exceptional operational
• expertise and innovative technology to both owners and residents. The company’s management approach
• enables stress-free, passive investing for owners, and provides residents with quality housing where service is
• the highest priority. Fairgrove Property Management operates in four major Southern California markets and
• is rapidly expanding across the West.

Job Summary

Reporting to the Vice President of Maintenance & Construction, the Director of Maintenance Administration is responsible for leading the centralized coordination, dispatch, maintenance administration, and systems optimization functions across the company’s Roving maintenance operations.

Full-Time Salary Position

Compensation: $115,000 annually

Benefits Package

Full-time

Benefit Package (Medical, Vision, Dental, and 401K)

Paid Time-Off

Requirements

Centralized Coordination & Billing

• Lead, manage, and develop a hybrid team of U.S.-based and overseas Maintenance Coordinators.
• Oversee day-to-day maintenance coordination operations across multiple Southern California regions.
• Ensure effective scheduling and dispatching of a large team of in-house Roving Maintenance Technicians supporting routine repairs, preventative maintenance, emergencies, and turnovers.
• Establish clear accountability standards, performance expectations, and service-level expectations for Maintenance Coordinators.
• Develop and manage escalation processes for delayed, high-priority, or complex maintenance issues.
• Ensure maintenance coordination operations support technician efficiency, resident satisfaction, and responsiveness to Property Management teams.
• Uphold compliance with applicable codes, safety protocols, company policies, and internal operating standards.

Process Development & Operational Excellence

• Partner with Repairs & Maintenance and Construction & Vendor Leadership to design, refine, standardize, and implement maintenance coordination processes.
• Develop scalable workflows supporting:
• Routine maintenance
• Turnovers
• Inspection programs
• Billing and invoicing workflows
• Ensure consistent and effective operational execution across all regions.
• Identify operational bottlenecks and implement scalable process improvements to increase efficiency and service quality.
• Lead SOP development, implementation, and process-compliance initiatives across the department.
• Support the integration and operational alignment of newly acquired portfolios and companies.

Systems & Technology Leadership

• Serve as the departmental subject matter expert for maintenance management systems, technology platforms, and operational workflows.
• Lead the adoption of automation and agentic AI workflows to support maintenance coordination, scheduling, follow-up, documentation, reporting, and quality control.
• Drive adoption, optimization, and effective use of property management and maintenance technology platforms, including AppFolio and related operational systems.
• Evaluate and support the implementation of automation, AI-assisted coordination workflows, reporting tools, and other operational technology enhancements.
• Partner with leadership to develop and execute the future-state maintenance technology strategy.
• Train Maintenance Coordinators and managers on the effective use of AI tools and agent-supported processes.
• Partner with other department leaders to create and/or deliver cross-functional training related to maintenance technology platforms and workflows.
• Develop standardized reporting, dashboards, and visibility into maintenance operations and performance.

KPI Management & Reporting

• Develop, track, analyze, and report on key operational metrics, including:
• Work order completion times
• Technician utilization
• Coordinator productivity
• Scheduling efficiency
• Response times
• Maintenance backlog
• Quality-control-related callbacks
• Customer service metrics for internal and external customers
• Use reporting and operational analysis to identify trends, gaps, and opportunities for improvement.
• Translate operational data into actionable recommendations and process improvements.
• Provide regular operational reporting, performance insights, and recommendations to executive leadership.

Cross-Functional Collaboration

• Partner closely with:
• Maintenance Leadership
• Vendor Management
• Property Management
• Accounting
• HR
• Ensure smooth coordination between field operations, Property Management teams, vendors, and residents.
• Support alignment between maintenance operations, vendor management, and project management activities.
• Foster strong communication and accountability across departments to ensure maintenance issues are resolved efficiently and effectively.

Qualifications

• 7+ years of experience in maintenance operations, dispatch, facilities coordination, property management operations, or a related field.
• 3+ years of experience managing hybrid or distributed administrative and/or coordination teams.
• Strong experience leading high-volume maintenance coordination, dispatch, or field service operations.
• Deep understanding of:
• Property management maintenance operations
• Dispatching and scheduling systems
• Maintenance coordination
• Turnover coordination
• Maintenance workflows
• Proven operational leadership and process improvement experience.
• Experience managing KPI-driven service operations and using data to improve performance.
• Advanced proficiency with AppFolio or similar property management systems.
• Strong systems-thinking, organizational, analytical, and problem-solving capabilities.
• Excellent communication, leadership, and accountability-management skills.
• Ability to build scalable processes and effectively manage operations across multiple regions.
• Experience working in rapidly growing or acquisition-driven organizations preferred.