Maintenance Coordinator Daily/Weekly/Monthly

Daily To-Do

Utility Management:

• Update AppFolio with account numbers, utility companies, and property notes.
• Update the spreadsheet with connection/disconnection dates and companies.
• Submit utility connection and disconnection requests.

Work Order Management:

• Assign work orders in AppFolio to the necessary vendor.
• Reference guide: Loom Tutorial.
• Follow up with vendors to confirm work order receipt.
• Communicate with TOP regarding owner-approved repairs ($500+).
• Address vendor questions about work orders.
• Troubleshoot work orders with tenants as needed.
• Assist vendors and TOP staff with coordinating access to properties with tenants to complete WOs, inspections, and necessary
• Prioritize Urgent / time-sensitive work orders. Alert TOP staff immediately of any fire/flood/human injury.

Weekly To-Do

Monday Tasks:

• Check for upcoming leases:
• Schedule disconnection of utilities the day after leases start.
• Email Anna anna@apmhelp.com utility invoices.
• Begin utility connection requests for end-of-month move-ins (First Monday of each month; complete by Friday of that week).

Tuesday Tasks:

• Pay utility bills online or over the phone.

Work Order Management:

• Close out completed work orders.
• Request missing invoices from vendors.
• Confirm work completion with tenants and vendors.
• Support TOP staff in the completion and coordination of any make-readies or move-outs.
• Add assigned key numbers to the corresponding property pages in AppFolio using Billy Steve invoices.
• Reference guide: Loom Tutorial.
• Advise TOP employees of tenant red flags (e.g., lease violations such as lawn care, parking, pets, or property abuse).
• Review all open work orders weekly and ensure they are being completed promptly. Work Orders should not be open longer than one week.

Monthly To-Do

Utility Management:

• Refer to the spreadsheet and AppFolio to identify upcoming vacancies.
• Update AppFolio with utility account numbers.
• Ensure all utilities are connected online or over the phone for move-outs.
• Disconnect utilities for move-ins.

Work Order Management:

• Add new vendors and review vendor performance.
• Follow up on any missing invoices from vendors.
• Follow up on any missing bills or questions pertaining to utilities

Seasonal To-Do

• Support handyman and TOP employees in the tenant coordination and work order submission during Fall/Spring annual property inspections.