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
• 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.