Property Maintenance Coordinator

North Kingstown, Rhode Island, United States


The Property Maintenance Coordinator at Ocean State Job Lot is responsible for assisting Regional Property Managers, assigned stores, and office personnel with timely completion of tasks and projects, including but not limited to creating, processing and the closing out of work order requests, and assisting in prioritizing urgent and emergency projects.


  • Assist stores with facility issues
  • Reconcile invoices/purchase orders/statements
  • Create, process, and close out work orders
  • Ensure vendors are aware of any work orders and following up with them for completion
  • Compare bids between vendors and service agreements and reporting them to the Regional Property Managers
  • Ensure contact listing for all vendors/contractors is accurate and updated
  • Complete all tasks, assignments, and projects, including the over 30 day aging report in a timely manner
  • Provide a high level of customer service and taking an active role in tenant retention practices
  • Process correspondence with tenants, contractors, and other third parties for Property Management
  • Handle emergency situations as directed by Regional Property Manager
  • Perform general clerical duties- emails, faxing, copying, and filing
  • Attend management meetings and specified training sessions
  • Meet with Property Manager(s) to review correspondence and work to be accomplished
  • Develop a tickler system – Assist Property Manager with managing critical dates
  • Cover phone calls for Property Managers when they are unavailable and address accordingly
  • Research leases
  • Schedule appointments and contact Human Resources for travel arrangements
  • Deal with tenant requests and emergencies in Property Manager's absence
  • Procure/verify vendor insurance coverage and tax ID numbers
  • Request/verify tenant certificates of insurance
  • Update tenant and vendor emergency lists for the emergency manual as it changes
  • Assist Property Managers with creating budgets
  • Review Property Managers’ mail prior to distribution to determine any outstanding issues that need follow up.
  • Keep updated directory of all shopping center pictures taken to show property condition. Maintain before and after pictures of problem areas
  • Work with other Property Administrators to assure monthly reports to owners are distribute


  • Associate’s or Bachelor’s degree in a related field
  • Proficient in Microsoft Office and Google platform (i.e. sites, slides, drive, docs, sheets)


  • Communicator: You possess strong communication skills and enjoy working with customers and coworkers.
  • Team Oriented: You are capable of embracing the ideas of others (even if they conflict with your own) for the sake of the company and client.
  • Self-motivated: You can work with a minimum of supervision and be capable of strategically prioritizing multiple tasks in a proactive manner.
  • Passionate: You must be passionate about online collaboration and ensuring our clients are successful; we love seeing hunger and ambition.


  • While performing the duties of this job, the associate is regularly exposed to outside weather conditions. The associate is occasionally exposed to moving mechanical parts, fumes or airborne particles, or electrical components.  The noise level in the work environment is usually moderate.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

As a stable, profitable company, we've built a business with over a 127 stores while building careers at the same time. Our plan is to continue growing our business here in the Northeast.

Ocean State Job Lot offers a competitive salary and benefits package including:

  • Medical, Vision, and Dental Insurance - If eligible
  • Profit Participation  
  • Service Awards
  • 401K plan - When eligible
  • Paid Time Off (Vacation, Personal, and Sick)
  • Store 20% discount

This job description does not list all the duties of the job.  You may be asked by supervisors or managers to perform other job duties and tasks, some of which may be essential to the position.  Management has the right to revise this job description at any time.  The job description is not a contract, either express or implied.  You are an at-will employee, meaning either you or the Company may terminate your employment at any time, with or without notice.