Property Maintenance Coordinator

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:
Our client is seeking a Property Maintenance Coordinator to oversee the full cycle of property maintenance — from intake of tenant requests to vendor coordination and resolution tracking. This role ensures that tenant needs are addressed quickly, vendors are scheduled and managed efficiently, and property owners have confidence in the quality and timeliness of maintenance operations. You will serve as the central hub for all maintenance workflows, keeping properties safe, compliant, and well-managed.

Responsibilities:

Tenant Request Intake:

• Receive, log, and categorize 10–20 maintenance requests daily via phone, email, or portal.
• Document requests in property management software (Yardi, AppFolio, Buildium).
• Prioritize urgent issues (plumbing leaks, HVAC failures, safety risks) and escalate as needed.

Work Order Management:

• Create, assign, and monitor work orders from start to completion.
• Track ticket progress daily, ensuring SLAs and deadlines are met.
• Close tickets with tenant satisfaction confirmation.

Vendor Coordination:

• Schedule contractors and vendors for repairs and inspections.
• Confirm vendor availability, insurance, and licensing requirements.
• Review invoices against work performed before approval.

Preventive Maintenance:

• Schedule recurring services (HVAC, pest control, landscaping, safety inspections).
• Maintain preventive maintenance logs and service calendars.

Compliance & Documentation:

• Ensure work orders, invoices, and vendor records are complete and audit-ready.
• Confirm adherence to OSHA, safety, and local building code requirements.

Owner & Leadership Reporting:

• Prepare weekly reports on open tickets, resolution times, and costs.
• Provide monthly summaries for owners (maintenance spend, recurring issues, preventive maintenance status).

What Makes You a Perfect Fit:

• Excellent communicator who can balance tenant empathy with vendor accountability.
• Highly organized, able to juggle dozens of open tickets without losing detail.
• Calm under pressure, especially when handling urgent or emergency situations.
• Process-driven, ensuring consistent follow-up and documentation.

Required Experience & Skills (Minimum):

• 2+ years in property management or maintenance coordination.
• Proficiency with property management platforms (Yardi, AppFolio, Buildium).
• Strong Microsoft Office/Google Workspace skills.
• Familiarity with vendor scheduling, invoicing, and insurance requirements.

Ideal Experience & Skills:

• Managed maintenance for portfolios of 100+ units.
• Knowledge of basic building systems (HVAC, plumbing, electrical).
• Exposure to OSHA or state/local building compliance.
• Experience implementing preventive maintenance programs.

What Does a Typical Day Look Like?
A Maintenance Coordinator’s day revolves around keeping tenant maintenance needs resolved quickly and vendors accountable. You will:

• Monitor the maintenance queue, logging new requests and prioritizing emergencies.
• Dispatch vendors for urgent or scheduled repairs and track progress through completion.
• Communicate with tenants to provide updates on timelines and confirm satisfaction post-repair.
• Update property management systems with ticket notes, invoices, and vendor confirmations.
• Schedule preventive maintenance to avoid costly breakdowns and extend asset life.
• Prepare status reports for owners and leadership, summarizing current workload and costs.

In essence: you are the operational hub of maintenance, ensuring properties stay safe, compliant, and tenant satisfaction remains high.

Key Metrics for Success (KPIs):

• % of tickets resolved within SLA (e.g., emergencies <24 hrs, standard requests <72 hrs).
• Tenant satisfaction with maintenance resolution.
• Vendor invoice accuracy and on-time completion rates.
• Preventive maintenance completion percentage.
• Zero compliance or safety violations.

Interview Process:

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., prioritize 10 sample work orders and propose scheduling)
• Client Interview
• Offer & Background Verification