Maintenance Coordinator (Virtual) – Property Management

Job Type: Full-Time
Work Hours: Monday through Friday, 9:00 AM – 5:30 PM Pacific Time (30-minute unpaid lunch break)

Position Overview

We are seeking a highly organized and proactive Maintenance Coordinator to oversee the maintenance operations for a growing multifamily property management portfolio. This role is responsible for managing maintenance requests from start to finish, coordinating maintenance technicians and outside vendors, obtaining competitive bids, scheduling appointments with residents, and ensuring every work order is completed, documented, and closed in a timely manner.

The ideal candidate is an excellent communicator who can effectively manage multiple priorities while providing outstanding service to residents, vendors, and the property management team.

Key Responsibilities
Receive, prioritize, and assign incoming maintenance requests.
Create, monitor, and manage work orders from initiation through completion.
Schedule and dispatch maintenance technicians based on priority, availability, and workload.
Coordinate appointments between residents, maintenance staff, and third-party vendors.
Obtain multiple competitive bids for repairs, capital improvements, and vendor services in accordance with company procedures.
Follow up with vendors to ensure bids are received promptly and are complete.
Compare proposals and prepare bid summaries for management review.
Schedule approved vendors and coordinate project timelines.
Track maintenance projects to ensure work is completed on schedule and within scope.
Maintain regular communication with residents regarding appointment times, repair status, and project updates.
Follow up with technicians and vendors to verify repairs have been completed satisfactorily.
Review completed work orders to ensure notes, invoices, photos, and supporting documentation have been uploaded.
Close work orders only after confirming all work has been completed and documented properly.
Escalate emergency or high-priority maintenance issues to management immediately.
Coordinate preventative maintenance schedules and recurring vendor services.
Prepare maintenance reports and provide status updates to Property Managers and Regional Managers.
Maintain organized vendor records, insurance certificates, bids, invoices, and maintenance documentation.
Required Qualifications
Previous experience in maintenance coordination, property management, facilities management, dispatching, or a similar operations role.
Experience managing work orders from start to finish.
Experience coordinating maintenance technicians and outside vendors.
Experience obtaining and comparing vendor bids is strongly preferred.
Experience with AppFolio or similar property management software is highly preferred.
Strong organizational and project coordination skills.
Excellent written and verbal English communication skills.
Outstanding customer service and interpersonal skills.
Ability to manage multiple maintenance requests while meeting deadlines.
High attention to detail with excellent follow-through.
Proficiency with Google Workspace and Microsoft Office.
Ability to work independently while collaborating effectively with a remote team.
Ideal Candidate

We're looking for someone who:

Takes ownership of every maintenance request until it is fully resolved.
Is highly organized and process-driven.
Communicates professionally with residents, vendors, and tea ---------- mbers.
Can confidently coordinate multiple projects simultaneously.
Is skilled at obtaining competitive vendor pricing and managing project timelines.
Pays close attention to detail and follows through on every task.
Thrives in a fast-paced, customer-focused environment.
Employment Requirements
Full-time availability during U.S. Pacific Time business hours (9:00 AM–5:30 PM PST).
Reliable high-speed internet connection.
Dedicated home office with a quiet work environment.
Computer with dual monitors (preferred) and a quality headset.
NBI Clearance or Police Clearance will be required upon acceptance of a job offer.