Maintenance Coordinator
You’ll be the operational nerve center that keeps properties running smoothly. As a Maintenance Coordinator, you’ll manage the entire lifecycle of work orders — from tenant request to vendor dispatch to completion verification. This role requires someone who can juggle multiple priorities, communicate clearly with tenants, vendors, and property managers, and ensure nothing falls through the cracks. If you thrive on solving problems in real time, this is your role.
Job Description – Maintenance Coordinator
What You’ll Do
Work Order Management
- Receive, triage, and prioritize incoming maintenance requests from tenants and property managers
- Create, assign, and track work orders through to completion using property management software
- Ensure all work orders are documented with photos, notes, and vendor communication logs
Vendor Coordination & Dispatch
- Coordinate with approved vendors and contractors to schedule repairs and routine maintenance
- Obtain and compare vendor bids for approval by property managers or owners
- Confirm scheduling, follow up on completion, and verify quality of work performed
Tenant & Owner Communication
- Serve as the primary point of contact for tenants on all maintenance-related inquiries
- Provide timely status updates to tenants, property managers, and owners throughout the repair process
- Handle after-hours emergency coordination when required
- Monitor preventive maintenance schedules and flag upcoming inspections, seasonal prep, or recurring service needs
- Track maintenance budgets and flag cost overruns or unusual spending patterns to property managers
Tools You’ll Use
Proficiency in at least one tool per category is expected. You don’t need to know them all — we’ll invest in your growth.
- Property Management Software: Yardi, AppFolio, Buildium, Rent Manager, or PropertyWare
- Communication: RingCentral, Dialpad, Slack/Teams, Zoom
- Productivity: Google Workspace, Microsoft 365, Asana, or Monday.com
- CRM/Ticketing: GoHighLevel, HubSpot, or similar for tracking and follow-ups
What We’re Looking For
- 2+ years of experience in maintenance coordination, property management operations, or facilities management (U.S. property management experience strongly preferred)
- Working knowledge of property management platforms like Yardi, AppFolio, or Buildium
- Exceptional organizational skills — you manage dozens of open work orders without missing a beat
- Clear, professional English communication (spoken and written) for direct interaction with U.S.-based tenants and vendors
- Ability to remain calm under pressure and handle urgent/emergency requests decisively
- Basic understanding of residential maintenance categories: HVAC, plumbing, electrical, appliances, and general repair
How We Measure Success
- Average work order completion time (target: within SLA)
- Tenant satisfaction scores on maintenance interactions
- Percentage of work orders completed on first vendor visit
- Budget adherence on maintenance spend
- Zero overdue or unassigned work orders at any given time
Technical Requirements
To deliver exceptional work remotely, you’ll need:
Processor | Intel 8th Gen (quad-core) or higher, or comparable AMD |
|---|---|
RAM | 8 GB minimum |
OS | Windows 11 (64-bit) or newer |
Internet (Primary) | Stable connection, minimum 10 Mbps |
Internet (Backup) | Independent backup connection, minimum 10 Mbps |
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