Property Maintenance Coordinator

Property Maintenance Coordinator (Yardi / AppFolio / Buildium) – Remote

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours (with flexibility for urgent issues)

About the Role

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 **.

What You’ll Own

Maintenance Request Intake (Daily Operations)

• 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

Work Order Management (Core Responsibility)

• 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

Vendor Coordination & Dispatch

• 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

Preventive Maintenance (Long-Term Efficiency)

• Schedule recurring services:

  • HVAC servicing
  • Pest control
  • Safety inspections
  • Landscaping

• Maintain maintenance calendars and logs

• Reduce emergency repairs through proactive planning

Compliance & Documentation

• 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

Reporting & Visibility

• Prepare weekly reports:

  • Open tickets
  • Resolution timelines
  • Maintenance costs

• Deliver monthly insights:

  • Spend trends
  • Recurring issues
  • Preventive maintenance completion

What Makes You a Strong Fit

• 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

Required Experience & Skills

• 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

Nice to Have (Top Candidates)

• Experience managing 100+ unit portfolios

• Knowledge of:

  • HVAC systems
  • Plumbing
  • Electrical basics

• Experience with compliance and safety standards

• Background in preventive maintenance programs

What a Typical Day Looks Like

• 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.

Key Metrics (KPIs)

• 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

Why This Role Stands Out

• 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

Apply Now

If you:

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

This role is a strong fit.