Maintenance Coordinator

Green Ocean Property Management. The company; Mexico; Remote; PHP 1,468,860 - 2,056,404; Full time

Job summary

A leading property management firm is looking for a Maintenance Coordinator to oversee work orders, manage vendors, and ensure tenant satisfaction. Key responsibilities include scheduling maintenance, communicating with tenants, and tracking project progress. The ideal candidate is fluent in English and Spanish, has experience in property management, and demonstrates strong problem-solving abilities. This position allows for remote work but requires availability during EST business hours.

Qualifications

• Maintenance coordinating experience in a US Property Management company is a must.
• Knowledgeable in construction engineering is a plus.
• Able to work on EST Business hours.

Responsibilities

• Manage work orders from intake to close-out.
• Coordinate with vendors and technicians based on urgency and availability.
• Perform preventive maintenance and ensure timely completion of tasks.

Skills

Fluent in English

Fluent in Spanish

Problem-solving skills

Excellent communication skills

Organizational skills

Self-driven

Experience with property management software

Tools

Buildium

Property Meld

Job description

Maintenance Coordinator

Job Description

Reports to: Senior Maintenance Manager

Division: PSB

Department: Maintenance

Status: Full-Time, EST Business Hours

Location and Work Setup: Remote

About Us

PSB (Pro Services Boston) and Green Ocean Property Management are integrated maintenance + property management teams serving the Greater Boston market. We manage multifamily, single-family, and HOA assets and run an in-house service operation focused on speed, quality, and clear communication.

Role Overview

The Maintenance Coordinator is the command center for all work orders: intake, triage, scheduling, vendor coordination, tenant communications, and close-out. You’ll prioritize urgent issues, keep preventive maintenance on cadence, and drive down cycle times. This is a performance role with clear SLAs, daily accountability rhythms, and growth into senior coordination/ops leadership.

Core Responsibilities

• Work Order Intake & Triage
  • Receive requests via portal/phone/email; log with complete scope, photos, access info, and priority tag.
  • Classify by Priority (P0–P3) and building/owner rules; verify warranty/recall/recurring issues.
  • Pre-diagnose to reduce truck rolls (simple resets, filter sizes, breaker checks, shutoff guidance).
• Scheduling & Dispatch
  • Assign to the right vendor/tech based on trade, SLA, geography, availability, and cost.
  • Build and update daily/weekly schedules; confirm tenant access, lockbox codes, pet/alarms, parking.
  • Create and track Not-to-Exceed (NTE) amounts; obtain approvals when required.
• Vendor Management
  • Coordinate licensed vendors (HVAC, plumbing, electrical, appliance, roofing, etc.).
  • Ensure COI/W-9/licenses are current; validate arrival/completion, photo proof, and written diagnosis.
  • Request quotes for >NTE jobs; compare scope/price; route to approval.
• Tenant & Owner Communication
  • Provide clear ETAs, prep steps (water shutoff, clearing access), and progress updates.
  • Set expectations for parts lead times and follow-ups; confirm satisfaction at completion.
  • Escalate sensitively when work impacts health/safety or habitability.
• Preventive Maintenance (PM)
  • Maintain seasonal PM calendars (boilers/furnaces, gutters, dryer vents, smoke/CO checks, filter changes).
  • Batch/schedule PMs to minimize tenant disruption and travel time; track completion.
• Invoicing & Close-Out
  • Ensure work orders have diagnosis, materials, labor, before/after photos, and time stamps.
  • Match invoices to WOs, verify against NTE, route exceptions, and submit to accounting the same day.
• Emergencies & After-Hours Coordination
  • Follow the P0/P1 emergency SOP (gas/water/electrical hazards, no-heat, lockouts).
  • Coordinate on-call vendors, city services, and temporary mitigation.
• Reporting & Quality
  • Produce daily/weekly reports on SLA adherence, WIP aging, cost variance, and vendor performance.
  • Flag repeat issues, recommend root-cause fixes (access hardware, part stocking, vendor changes).

Qualifications

• Fluent in English and Spanish language
• Maintenance coordinating experience in a US Property Management company is a must
• Knowledgeable in construction engineering is a plus
• Has excellent problem solving skill
• Good communication skills in English
• Outstanding skills in organizing schedules
• Experience with property management software Buildium/Property Meld is a plus
• Self-driven and can work with little supervision
• Extremely organized and can work in a constantly changing and fast past environment
• Want to have a stable career with endless potential for learning and growth
• Able to work on EST Business hours