About the job
Job Title: Property Maintenance Coordinator
Position Type: Full-Time, Remote
Working Hours: U.S. client business hours (with flexibility for after-hours emergencies or vendor scheduling)
About the Role:
Join our dynamic team as a Property Maintenance Coordinator, where you'll play a crucial role in managing the entire lifecycle of property maintenance. Your primary responsibility will be to efficiently handle tenant requests, coordinate with vendors, and ensure that all maintenance operations are executed to the highest standards, providing peace of mind to property owners and tenants alike. You will act as the key contact point for all maintenance activities, ensuring properties remain safe and compliant while maintaining their optimal condition.
Key Responsibilities:
Tenant Request Management:
- Log and categorize 10–20 maintenance requests daily through various channels such as phone, email, or portal.
- Utilize property management software (Yardi, AppFolio, Buildium) to document requests accurately.
- Prioritize urgent matters (e.g., plumbing leaks, HVAC failures, safety risks) and escalate when necessary.
Work Order Oversight:
- Generate, assign, and track work orders from initiation to completion.
- Monitor ticket progress on a daily basis to ensure compliance with SLAs and deadlines.
- Confirm ticket closure with tenant satisfaction verification.
Vendor Coordination:
- Arrange for contractors and vendors to conduct necessary repairs and inspections.
- Verify vendor availability, insurance, and licensing compliance.
- Assess and approve invoices based on services rendered.
Preventive Maintenance:
- Organize recurring maintenance services (HVAC, pest control, landscaping, safety inspections).
- Maintain comprehensive preventive maintenance logs and service schedules.
Compliance & Documentation:
- Ensure all work orders, invoices, and vendor documentation are thorough and ready for audits.
- Confirm compliance with OSHA, safety standards, and local building codes.
Reporting for Owners & Leadership:
- Compile weekly reports detailing open tickets, resolution times, and associated costs.
- Prepare monthly summaries for property owners addressing maintenance expenditure, recurring issues, and preventive maintenance progress.
What Makes You a Great Fit:
- Exceptional communication skills with the ability to balance tenant empathy and vendor accountability.
- Highly organized, capable of managing numerous open tickets while maintaining attention to detail.
- Ability to remain calm under pressure, particularly during urgent or emergency situations.
- Process-oriented mindset, ensuring consistent follow-up and thorough documentation.
Required Experience & Skills:
- Minimum of 2 years in property management or maintenance coordination.
- Familiarity with property management software and maintenance protocols.
- Strong problem-solving skills and a proactive approach to tenant and property needs.