Maintenance Operations Coordinator - Real Estate

About Nested Nested is a Brussels residential operator. For over six years we have run our own portfolio of with in-house maintenance, cleaning and 7/7 tenant support. We are now scaling that operational engine into a service for third-party building owners: institutional investors and professional landlords who want their Brussels portfolios operated by a team that actually does the work, with in-house technicians, transparent billing and full digital tracking. The role You will own the daily engine of the maintenance operation: every ticket from intake to invoice-ready. This is not a classic dispatcher job. Our back‐office is unusually automated: tickets flow in from client platforms and QR intake, sync automatically into our operations system, and an AI layer drafts triage assessments, status updates and client replies for human review. Your job is to be the judgment in that machine, and to help us build the next version of it. Concretely, you will: Triage incoming tickets: urgency, category, common area vs apartment, what needs an approval before work starts Plan and dispatch our technicians and schedule visits with tenants Call the tenant ahead of every visit: confirm day and time, make sure access is arranged, and ask what else in the apartment needs attention, so the technician solves everything in one visit and extra work is spotted before it becomes a complaint Be the single point of contact for our B2B clients on maintenance matters in their units Set up reminders for every task assigned to the internal team and chase until each one is actually done, no ticket goes quiet on your watch Search and purchase parts, materials and equipment online (Amazon and other platforms), balancing best price with speed: proactivity here saves real money Own data quality on every job: hours, materials, photos, completion reports. This data drives our monthly invoicing and our audit commitments to institutional clients, so precision here is the core of the role Prepare the monthly invoicing cycle with our finance team: consolidated per client entity and building, correct VAT treatment per building, nothing left unbilled Run the quote pipeline: turn diagnostics into quote requests, follow up until accepted or declined, and flag every commercial opportunity, spotted on site or on your calls, to the right owner conversation Report maintenance status to whoever needs it: customer support, the maintenance team, management. You decide who needs to know what, and you make sure it lands Review, edit and approve AI‐drafted communication before it goes out, and feed the system the operational context it cannot see. Your feedback decides what the AI is eventually trusted to do alone Improve the playbooks: you inherit a documented, running system and you are expected to make it better, especially as volume multiplies Who you are 3+ years in property management, facility management, technical building management (gestion technique) or a comparable operations role Enough building‐maintenance knowledge to challenge an estimate, spot an urgent issue and talk credibly with technicians and owners Rigorous with numbers and detail: you notice the job that was done but never billed Structured and process‐loyal: you work inside conventions, document what you do, and elevate responsibly instead of improvising Genuinely curious about AI tools: you will work with them every day, and shape how far we let them go Excellent French and English, on the phone and in writing Comfortable on the phone with tenants and clients: a large part of this role is proactive calling, not waiting for messages Commercially aware: you see the revenue in a ticket, while knowing that pricing and client terms are decided above you #J-18808-Ljbffr