Maintenance Coordinator

About the role

An organization is looking for an organized and proactive Maintenance Coordinator to oversee maintenance requests, coordinate vendors and technicians and make sure property issues are resolved quickly and efficiently. The ideal candidate has experience in property management, short-term or long-term rentals, facilities coordination or home services, and can handle several maintenance requests at once.

Key responsibilities

• Receive, review, prioritize and track maintenance requests from tenants, guests, property managers and internal teams.
• Coordinate repairs with maintenance technicians, contractors and vendors, and schedule appointments so they have the right information and access.
• Follow up on open work orders and resolve issues within expected timelines, including urgent and emergency issues.
• Communicate clearly with tenants, guests, property managers and vendors throughout the repair process.
• Obtain and compare estimates, escalate higher-cost repairs for approval, and close work only after quality checks.
• Maintain accurate records of work orders, invoices, photos, estimates and completed repairs.
• Monitor recurring issues and look for preventative maintenance opportunities.
• Coordinate property access, lockbox/entry information and vendor instructions, and update property management systems and internal tracking sheets.

Required profile

• 2+ years of experience in maintenance coordination, property management, facilities management or a related role.
• Strong experience coordinating contractors, handymen, plumbers, electricians, HVAC technicians and other vendors.
• Comfortable working independently in a remote environment and handling emergency situations.
• Strong English, written and spoken.
• Preferred: short-term rental, vacation rental or long-term rental experience, and knowledge of common residential maintenance issues (HVAC, plumbing, electrical, appliances, locks).

Required skills

• Google Workspace
• Property management and work-order software (preferred: AppFolio, Buildium, Propertyware, Rent Manager, Yardi, Guesty, Hostaway)
• Excellent communication, follow-up, organization and time-management skills