Property Maintenance Coordinator

Property Maintenance Coordinator

Position Type: Full-Time, Remote
Location: Remote
Working Hours: U.S. Business Hours

About the Role

We’re hiring a highly organized and proactive Property Maintenance Coordinator to oversee maintenance operations across residential and/or commercial properties.

This role is responsible for managing the full maintenance lifecycle — from tenant request intake and vendor scheduling to work order completion and preventive maintenance tracking.

You will act as the central point of coordination between tenants, vendors, property managers, and ownership teams to ensure maintenance issues are resolved quickly, professionally, and efficiently.

The ideal candidate is detail-oriented, calm under pressure, and experienced managing multiple maintenance requests while maintaining excellent communication and operational follow-through.

This is not a passive administrative role — we’re looking for someone who takes ownership, prioritizes effectively, and keeps maintenance operations running smoothly.

What You’ll Own

Maintenance Request Management

• Receive, log, and prioritize incoming maintenance requests from tenants and property managers
• Categorize urgent issues such as plumbing leaks, HVAC failures, electrical concerns, or safety hazards
• Create and manage work orders using property management platforms such as Buildium, AppFolio, or Yardi
• Track maintenance requests from intake through completion and resolution

Vendor Coordination & Scheduling

• Schedule vendors, contractors, and technicians for repairs and inspections
• Coordinate availability, timelines, and service confirmations
• Verify vendor insurance, licensing, and compliance documentation
• Follow up with vendors to ensure timely completion of work orders

Tenant & Client Communication

• Communicate professionally with tenants regarding maintenance updates and scheduling
• Provide clear timelines and follow-through throughout the repair process
• Confirm tenant satisfaction after maintenance completion
• Escalate unresolved or emergency issues appropriately

Preventive Maintenance & Operations

• Schedule recurring maintenance services including HVAC, pest control, landscaping, inspections, and safety checks
• Maintain preventive maintenance calendars and tracking systems
• Identify recurring maintenance issues and recommend operational improvements
• Support property upkeep and long-term asset maintenance initiatives

Documentation & Compliance

• Maintain organized, audit-ready maintenance records and invoices
• Ensure work orders, vendor records, and service documentation are accurate and complete
• Support compliance with OSHA, safety standards, and local building requirements
• Track maintenance costs and maintain structured reporting systems

Reporting & Workflow Management

• Prepare weekly and monthly maintenance reports for leadership or property owners
• Track KPIs including ticket resolution times, vendor performance, and maintenance costs
• Maintain accurate documentation and operational visibility across all properties

What Makes You a Great Fit

• You thrive in fast-moving operational environments
• You can manage multiple maintenance requests without losing attention to detail
• You communicate clearly and professionally with both tenants and vendors
• You remain calm and solutions-focused during emergencies or scheduling issues
• You are highly organized and process-driven
• You proactively follow up instead of waiting for issues to escalate

Required Experience & Skills

• 2+ years of experience in property management, maintenance coordination, or facilities operations
• Experience using property management systems such as Buildium, AppFolio, or Yardi
• Strong organizational and multitasking skills
• Excellent written and verbal English communication skills
• Proficiency with Google Workspace or Microsoft Office
• Experience coordinating vendors, scheduling repairs, and tracking work orders

Preferred Experience

• Experience supporting portfolios with 100+ units or multiple properties
• Familiarity with HVAC, plumbing, electrical, or general building systems
• Understanding of OSHA, safety standards, or property compliance requirements
• Experience implementing preventive maintenance programs
• Background in residential, commercial, or multifamily property operations

What a Typical Day Looks Like

A Property Maintenance Coordinator’s day revolves around keeping maintenance operations organized, responsive, and efficient. You will:
• Review and prioritize incoming maintenance requests
• Dispatch vendors and coordinate repair schedules
• Follow up with tenants and contractors regarding work order status
• Track maintenance tickets and ensure SLA compliance
• Maintain documentation, invoices, and vendor records
• Schedule preventive maintenance and recurring inspections
• Prepare reports on maintenance activity, costs, and resolution timelines

In short: you ensure maintenance issues are handled quickly, properties remain operational, and tenants receive a reliable service experience.

Key Metrics for Success (KPIs)

• Maintenance tickets resolved within SLA timelines
• Tenant satisfaction with maintenance response and resolution
• Vendor completion quality and timeliness
• Accuracy of maintenance documentation and records
• Preventive maintenance completion rates
• Reduction in unresolved or overdue work orders

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (Maintenance Prioritization Exercise)
• Client Interview
• Offer & Background Verification

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