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.