Job Description
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.
