Property Maintenance Coordinator

Role Summary

• Property Maintenance Coordinator (Yardi / AppFolio / Buildium) – Remote
• Position Type: Full-Time, Remote
• Working Hours: U.S. Business Hours (with flexibility for urgent issues)

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 .

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)

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.

Responsibilities

Maintenance Request Intake (Daily Operations)

Handle 10–20 daily maintenance requests via phone, email, and tenant portals

Schedule recurring services

• HVAC servicing
• Pest control
• Safety inspections
• Landscaping
• Maintain maintenance calendars and logs
• Reduce emergency repairs through proactive planning
• Compliance & Documentation

About the Company

Work directly with leadership in a highly visible role.

Operate at the forefront of AI, marketing, and automation.

Gain exposure across content, growth, outreach, events, and operations.

Significant ownership and creative freedom.

Opportunity to build systems that directly impact business growth.

Fully remote work environment.