Property Maintenance Coordinator

Property Maintenance Coordinator (Yardi / AppFolio / Buildium) – Remote | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (with flexibility for urgent maintenance issues)

About the Role

At Pavago, one of our clients is hiring a Property Maintenance Coordinator to manage the end-to-end maintenance lifecycle across a portfolio of residential properties.

This is a hands-on, execution-focused property operations role. You’ll serve as the central point of coordination between tenants, vendors, property managers, and owners, ensuring maintenance requests are properly documented, prioritized, dispatched, tracked, and resolved.

You’ll be responsible for keeping a high volume of maintenance requests moving while maintaining accurate records in Yardi, AppFolio, Buildium, or similar property management software.

This role is ideal for someone with strong property management or maintenance coordination experience who is highly organized, responsive, and known for following through until every issue is fully resolved.

What You’ll Own

Maintenance Request Intake & Triage

• Handle approximately 10–20 maintenance requests per day through phone, email, and tenant portals.
• Log complete and accurate maintenance requests in Yardi, AppFolio, Buildium, or similar systems.
• Assess urgency and prioritize requests appropriately.
• Identify emergency issues requiring immediate escalation or dispatch.
• Communicate expected next steps clearly to tenants.
• Maintain fast response times across incoming requests.

Urgent issues may include:

• Plumbing leaks
• HVAC failures
• Electrical problems
• Safety concerns
• Other time-sensitive property issues

Work Order Management

Own maintenance work orders from initial request through confirmed completion.

You’ll:

• Create, assign, and track work orders.
• Document repair scope, property information, and tenant details.
• Monitor tickets through open, scheduled, in-progress, and completed stages.
• Follow up consistently with vendors on outstanding work.
• Escalate delayed or unresolved maintenance issues.
• Maintain accurate notes and supporting documentation.
• Confirm completion with tenants before closing tickets.
• Ensure maintenance requests remain within established SLA timelines.

Vendor Coordination & Dispatch

• Schedule and dispatch vendors for repairs, maintenance, and inspections.
• Match vendors to jobs based on availability, expertise, location, and urgency.
• Coordinate access and scheduling between tenants and vendors.
• Verify vendor licensing and insurance requirements where applicable.
• Monitor repair progress and follow up on delays.
• Hold vendors accountable for timelines and service quality.
• Review invoices against completed work before routing them for approval.
• Maintain organized vendor records and communication histories.

Tenant Communication & Customer Service

• Serve as a primary point of contact for maintenance-related communication.
• Acknowledge maintenance requests promptly.
• Provide scheduling and repair updates.
• Communicate vendor delays or appointment changes.
• Handle frustrated tenants calmly and professionally.
• Follow up after repairs.
• Confirm tenant satisfaction and issue resolution.
• Ensure tenants remain informed throughout the maintenance lifecycle.

Preventive Maintenance Coordination

Coordinate recurring preventive maintenance programs such as:

• HVAC servicing
• Pest control
• Safety inspections
• Landscaping
• Routine property inspections
• Other scheduled property maintenance

Maintain preventive maintenance calendars and service records to ensure recurring work is completed on schedule and reduce avoidable emergency repairs.

Property Management Software & Documentation

Maintain accurate and current records inside platforms such as:

• Yardi
• AppFolio
• Buildium

Ensure maintenance records include:

• Tenant request details
• Work order status
• Vendor assignments
• Communication notes
• Repair updates
• Invoices
• Completion documentation

Keep all maintenance records organized, accurate, accessible, and audit-ready.

Compliance & Safety Documentation

Maintain documentation related to:

• Work orders
• Vendor licensing
• Insurance requirements
• Invoices
• Property inspections
• Maintenance history

Support compliance with applicable:

• Local building codes
• Property safety requirements
• OSHA-related requirements where applicable
• Internal property management procedures

Escalate potential safety or compliance concerns promptly.

Reporting & Operational Visibility

Prepare regular maintenance reporting for property managers, owners, and leadership.

Track:

• Open work orders
• Aging maintenance requests
• Resolution times
• Maintenance costs
• Vendor performance
• Recurring property issues
• Preventive maintenance completion

Identify recurring maintenance problems and opportunities to improve operational efficiency.

Required Experience & Skills

Must-Have

• 2+ years of experience in property management, maintenance coordination, property operations, or a related role.
• Hands-on experience with at least one property management platform:
• Yardi
• AppFolio
• Buildium
• Experience creating and managing maintenance work orders.
• Experience coordinating and scheduling vendors or contractors.
• Understanding of maintenance request triage and prioritization.
• Experience reviewing invoices and service documentation.
• Strong written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail and documentation accuracy.
• Proficiency with Microsoft Office and/or Google Workspace.
• Ability to work remotely during U.S. business hours.
• Ability to manage multiple active maintenance requests simultaneously.

Nice to Have

• Experience supporting portfolios of 100+ residential units.
• Experience working with U.S.-based property management companies.
• Working knowledge of:
• HVAC systems
• Plumbing
• Electrical systems
• General residential maintenance
• Experience managing preventive maintenance programs.
• Familiarity with vendor licensing, insurance, and compliance requirements.
• Experience tracking maintenance SLAs and operational KPIs.
• Exposure to building codes and property safety requirements.

What Makes You a Strong Fit

You:

• Follow up until issues are actually resolved.
• Can manage multiple moving work orders without losing track of details.
• Understand how to prioritize urgent maintenance situations.
• Communicate professionally with both tenants and contractors.
• Stay calm and decisive during emergency repairs.
• Hold vendors accountable while maintaining productive relationships.
• Keep property management systems accurate and organized.
• Proactively identify problems before they escalate.
• Balance tenant experience, cost awareness, operational efficiency, and property protection.
• Take ownership instead of waiting to be reminded about outstanding tasks.

What a Typical Day Looks Like

Your day may include:

• Reviewing and prioritizing new maintenance requests.
• Checking outstanding and aging work orders.
• Creating and updating tickets in Yardi, AppFolio, or Buildium.
• Dispatching vendors and coordinating tenant access.
• Following up on repairs currently in progress.
• Communicating status updates to tenants.
• Escalating urgent or delayed maintenance issues.
• Reviewing completed work and vendor invoices.
• Confirming repairs with tenants before closing tickets.
• Scheduling preventive maintenance.
• Updating maintenance reports and documentation.

In short: you keep maintenance operations moving from request to resolution while ensuring tenants, vendors, and property teams stay informed and accountable.

Key Metrics for Success (KPIs)

• Emergency maintenance response within established SLA targets.
• Standard maintenance requests resolved within established SLA targets.
• Work order resolution time.
• Tenant satisfaction.
• Vendor response and completion rates.
• Work order documentation accuracy.
• Invoice accuracy.
• Preventive maintenance completion rate.
• Reduction in overdue maintenance requests.
• Zero avoidable safety or compliance issues.

Why This Role Stands Out

• Full ownership of the maintenance coordination lifecycle.
• Direct impact on tenant satisfaction and property performance.
• Hands-on exposure to modern property management systems.
• Opportunity to manage residential property operations at scale.
• Strong experience across vendor management, tenant communication, and maintenance operations.
• Fully remote environment supporting U.S.-based operations.
• Growth opportunities into Senior Maintenance Coordinator, Assistant Property Manager, Property Operations Manager, Property Manager, or Portfolio Manager roles.

Interview Process

1. Initial Application Review
2. Spark Hire Intro Video
3. Video Interview with Pavago Recruiter
4. Practical Assessment – Maintenance Coordination / Work Order Scenario
5. Client Interview
6. Offer & Onboarding

Apply Now

If you have experience with property maintenance coordination, work order management, vendor dispatch, and Yardi, AppFolio, or Buildium, we’d love to hear from you.

This role is ideal for someone who is highly organized, responsive, and persistent and knows how to keep tenants informed, vendors accountable, and maintenance requests moving through completion.

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