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 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.

Originally posted on Himalayas