Property Maintenance Coordinator

Role Overview

The Maintenance Coordination Specialist is responsible for organizing, tracking, and documenting maintenance activity between tenants, vendors, inspectors, and portfolio managers.

You will not perform repairs, not approve spending, and not make judgment calls — your role is to ensure that maintenance requests are logged, routed, scheduled, and documented correctly.

Key ResponsibilitiesMaintenance Coordination

• Receive and log maintenance requests in property management software
• Assign work orders to approved vendors
• Schedule vendor access and confirm appointments
• Track work order status through completion
• Follow up on overdue or incomplete jobs

Vendor Communication

• Coordinate schedules with plumbers, electricians, HVAC, and general contractors
• Request invoices, photos, and completion confirmations
• Ensure vendors follow submission standards
• Escalate vendor delays or issues to Portfolio Manager

Documentation & Systems

• Upload invoices, photos, and notes into the system
• Ensure before/after photos are attached
• Maintain clean maintenance records
• Support audit-ready documentation

Tenant Communication

• Acknowledge maintenance requests professionally
• Provide scheduling updates
• Close tickets with confirmation messages
• Maintain calm, consistent communication (no promises)

Internal Coordination

• Work closely with Field Inspectors and Portfolio Managers
• Flag emergencies or habitability issues immediately
• Follow escalation protocols strictly

What You Will NOT Do

• Approve repairs or spending
• Negotiate pricing
• Diagnose maintenance issues
• Enter properties
• Book accounting expenses
• Make exceptions outside policy

Required Skills & Experience

• 1+ year experience in property management, maintenance coordination, or administrative operations
• Strong written communication
• Excellent organization and follow-through
• Comfortable working with vendors
• Ability to follow structured processes
• Tech-savvy (property management software, email, spreadsheets)

Preferred Experience

• Experience with Buildium, AppFolio, or similar PM software
• Experience coordinating multiple vendors
• Familiarity with residential maintenance categories
• Experience working remotely

Traits We Value

• Detail-oriented
• Calm under pressure
• Process-driven
• Comfortable saying "per policy"
• Strong documentation habits
• Reliable and responsive

Compensation

• Hourly: $16–$20/hour (based on experience)
• Opportunity for increased hours and responsibility as portfolio grows

Why This Role Works

• Fully remote
• Clear boundaries and responsibilities
• Structured workflows
• No field work
• No on-call emergencies handled solo
• Growth potential into senior coordination or admin roles

How to Apply

Please apply with:

• A brief description of your relevant experience
• Any property management or maintenance coordination background
• Software tools you have used (if any)

INTERNAL NOTE (Not for Posting)

This role cleanly supports:

• Vendor-led R&M
• Inspector-only field staff
• Strong segregation of duties
• Low legal and operational risk

Job Types: Part-time, Contract

Pay: $ $31.19 per hour

Expected hours: 2 per week

Work Location: Remote