Maintenance coordinator

Real Property Management Sunshine City is seeking an experienced Senior Maintenance Coordinator to manage all maintenance operations across a portfolio of approximately 300 single-family and small multifamily residential units in Pinellas County, Florida.

The Senior Maintenance Coordinator is responsible for the complete work order lifecycle, from tenant intake through vendor assignment, completion, invoice review, and owner billing. This position also carries responsibility for vendor sourcing, cost control, and some after-hours emergency response.

This is a senior-level position. Candidates must have prior experience performing this function at a United States residential property management company. Training will not be provided on core maintenance coordination fundamentals, repair cost estimating, or property management operations.

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Key Responsibilities

Work Order Management

• Manage the full work order lifecycle in AppFolio, including intake, triage, vendor assignment, scheduling, follow-up, completion verification, and closeout
• Triage all inbound maintenance requests and correctly classify emergency, urgent, and routine items in accordance with company standards and Florida habitability requirements
• Maintain accurate and complete documentation, including photographs, vendor notes, and communication records, within AppFolio
• Provide status updates to tenants, owners, and internal staff throughout the repair process

Vendor Management

• Assign work to appropriate vendors based on trade, location, availability, urgency, and cost
• Source, qualify, and onboard new vendors across plumbing, HVAC, electrical, roofing, appliance repair, general handyman, and turnover trades
• Verify and maintain current vendor licensing, insurance certificates, and W-9 documentation
• Negotiate pricing and service level expectations with vendors and maintain preferred-vendor relationships

Cost Control and Billing

• Review all vendor invoices against approved scopes of work and identify overbilling, duplicate charges, and unauthorized scope expansion prior to owner billing
• Obtain and evaluate competitive bids on repairs exceeding established thresholds
• Communicate with property owners regarding repairs approaching or exceeding spending authority, including written recommendations supported by cost documentation
• Monitor maintenance spend by property and report variances to the Director of Operations

Turnover Coordination

• Coordinate make-ready and unit turnover work against leasing timelines to minimize vacancy loss
• Schedule and oversee inspections, cleaning, painting, flooring, and repair work associated with tenant turnover
• Coordinate with the in-house maintenance technician on scope allocation between internal and vendor-performed work

Emergency Response

• Participate in rotating after-hours and weekend emergency on-call coverage
• Respond to and coordinate emergency repairs including water intrusion, HVAC failure, electrical hazards, and storm-related damage

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Required Qualifications

• Minimum of five (5) years of maintenance coordination experience at a United States residential property management company. Applicants without this experience will not be considered.
• Demonstrated working proficiency in AppFolio Property Manager, including work orders, service requests, vendor records, and owner billing functions
• Demonstrated knowledge of current market pricing for plumbing, HVAC, electrical, and general handyman work, with the ability to evaluate quotes and invoices for reasonableness without external reference
• Demonstrated experience sourcing, vetting, and onboarding new trade vendors
• Proven ability to manage high inbound call volume in a fast-paced environment while maintaining professional communication with tenants, owners, and vendors
• Availability for occasional after-hours and weekend work, including participation in emergency on-call rotation
• Strong written communication skills sufficient for owner correspondence and documentation of maintenance decisions

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Preferred Qualifications

• Direc background in plumbing, HVAC, or general construction
• Experience within a property management platform or multi-owner portfolio reporting environment

Work Schedule

Monday through Friday, [8:30 AM to 5:00 PM EST], on-site. Participation in a rotating after-hours and weekend emergency on-call schedule is required. On-call periods are compensated by additional pay.

• Annual salary range: 8-13 USD dollars per hour, commensurate with experience
• After-hours on-call stipend
• [Paid time off and holidays]
• potential for bonuses

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