Property Maintenance Coordinator

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (with flexibility for urgent issues)

We’re hiring a Property Maintenance Coordinator to own the end-to-end maintenance lifecycle across a portfolio of residential properties.

This role is execution-heavy and requires:

• Fast response times
• Strong vendor coordination
• Tight follow-up
• High attention to detail

You will be the central hub between tenants, vendors, and property owners, ensuring all maintenance requests are handled quickly, correctly, and completely.

• Handle 10–20 daily maintenance requests via phone, email, and tenant portals
• Log and track requests in:
• Yardi
• AppFolio
• Buildium
• Prioritize urgent issues:
• Plumbing leaks
• HVAC failures
• Safety risks

• Create, assign, and track work orders from open → in progress → completed
• Ensure all tickets are resolved within SLA timelines
• Follow up consistently until full resolution
• Close tickets only after tenant confirmation

• Schedule and dispatch vendors for repairs and inspections
• Verify vendor:
• Availability
• Licensing
• Insurance compliance
• Review invoices and ensure alignment with completed work
• Hold vendors accountable to timelines and quality

• Schedule recurring services:
• HVAC servicing
• Pest control
• Safety inspections
• Landscaping
• Maintain maintenance calendars and logs
• Reduce emergency repairs through proactive planning

• Maintain audit-ready records for:
• Work orders
• Vendor documentation
• Invoices
• Ensure compliance with:
• Occupational Safety and Health Administration (OSHA)
• Local building codes and safety standards

• Prepare weekly reports:
• Open tickets
• Resolution timelines
• Maintenance costs
• Deliver monthly insights:
• Spend trends
• Recurring issues
• Preventive maintenance completion

• You follow up until things are actually done
• You can manage multiple moving tickets without dropping details
• You stay calm and decisive during urgent situations
• You balance tenant experience + vendor accountability

• 2+ years in:
• Property management
• Maintenance coordination
• Hands-on experience with:
• Yardi / AppFolio / Buildium
• Strong organizational and multitasking ability
• Experience with:
• Vendor scheduling
• Invoice review
• Maintenance workflows
• Proficiency in Microsoft Office / Google Workspace

• Experience managing 100+ unit portfolios
• Knowledge of:
• HVAC systems
• Plumbing
• Electrical basics
• Experience with compliance and safety standards
• Background in preventive maintenance programs

• Review and prioritize incoming maintenance requests
• Dispatch vendors and track job progress
• Communicate updates to tenants and confirm satisfaction
• Update systems with notes, invoices, and completion status
• Schedule preventive maintenance to avoid future issues
• Prepare reports for owners and leadership

In short:
You ensure nothing falls through the cracks and every issue gets resolved properly.

• SLA compliance:
• Emergencies < 24 hours
• Standard requests < 72 hours
• Tenant satisfaction scores
• Vendor completion rates
• Invoice accuracy
• Preventive maintenance completion %
• Zero compliance or safety issues

• High ownership across operations
• Direct impact on tenant satisfaction and property performance
• Exposure to real estate operations at scale
• Clear path into Property Operations Manager / Portfolio Manager

If you:

• Are detail-obsessed
• Follow through relentlessly
• Can manage chaos with structure

This role is a strong fit.