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
