Role Overview

The Maintenance Coordination Specialist is responsible for organizing, tracking, and documenting maintenance activity between tenants, vendors, inspectors, and portfolio managers.

You will not perform repairs, not approve spending, and not make judgment calls — your role is to ensure that maintenance requests are logged, routed, scheduled, and documented correctly.

Key ResponsibilitiesMaintenance Coordination

Receive and log maintenance requests in property management software
Assign work orders to approved vendors
Schedule vendor access and confirm appointments
Track work order status through completion
Follow up on overdue or incomplete jobs

Vendor Communication

Coordinate schedules with plumbers, electricians, HVAC, and general contractors
Request invoices, photos, and completion confirmations
Ensure vendors follow submission standards
Escalate vendor delays or issues to Portfolio Manager

Documentation & Systems

Upload invoices, photos, and notes into the system
Ensure before/after photos are attached
Maintain clean maintenance records
Support audit-ready documentation

Tenant Communication

Acknowledge maintenance requests professionally
Provide scheduling updates
Close tickets with confirmation messages
Maintain calm, consistent communication (no promises)

Internal Coordination

Work closely with Field Inspectors and Portfolio Managers
Flag emergencies or habitability issues immediately
Follow escalation protocols strictly

What You Will NOT Do

Approve repairs or spending
Negotiate pricing
Diagnose maintenance issues
Enter properties
Book accounting expenses
Make exceptions outside policy

Required Skills & Experience

1+ year experience in property management, maintenance coordination, or administrative operations
Strong written communication
Excellent organization and follow-through
Comfortable working with vendors
Ability to follow structured processes
Tech-savvy (property management software, email, spreadsheets)

Preferred Experience

Experience with Buildium, AppFolio, or similar PM software
Experience coordinating multiple vendors
Familiarity with residential maintenance categories
Experience working remotely

Traits We Value

Detail-oriented
Calm under pressure
Process-driven
Comfortable saying “per policy”
Strong documentation habits
Reliable and responsive

Compensation

Hourly: $16–$20/hour (based on experience)
Opportunity for increased hours and responsibility as portfolio grows

Why This Role Works

Fully remote
Clear boundaries and responsibilities
Structured workflows
No field work
No on-call emergencies handled solo
Growth potential into senior coordination or admin roles

How to Apply

Please apply with:

A brief description of your relevant experience
Any property management or maintenance coordination background
Software tools you have used (if any)

INTERNAL NOTE (Not for Posting)

This role cleanly supports:

Vendor-led R&M
Inspector-only field staff
Strong segregation of duties
Low legal and operational risk

Job Types: Part-time, Contract

Pay: $16.00 - $31.19 per hour

Expected hours: 2 per week

Work Location: Remote

Equity Leases

New Jobs

Property Maintenance Coordinator - Remote & Part Time