Maintenance Coordinator

Paielli Realty, Inc.; Phoenix (AZ); On-site; USD 38,000 - 54,000; Full time

Job summary

Paielli Realty, Inc. is seeking a Maintenance Coordinator to manage maintenance requests, coordinate repairs, and act as the primary contact between tenants, property managers, owners, and vendors.

The role requires excellent communication, organization, and the ability to prioritize urgent issues. You will manage multiple work orders from initial report to completion, ensuring timely and satisfactory repairs across residential properties.

Qualifications

• 1–2 years of maintenance coordination, property management, customer service, or related experience preferred.
• Residential property management experience is a plus.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to prioritize urgent requests.

Responsibilities

• Receive and review maintenance requests from tenants and determine urgency.
• Create, assign, and monitor work orders; communicate scheduling and access with tenants.
• Coordinate with approved vendors and contractors; obtain estimates and confirm completion.
• Provide updates to Property Managers and owners; escalate major repairs when needed.
• Maintain accurate maintenance records and documentation; update work order statuses regularly.

Skills

Communication

Organization

Time management

Problem solving

Vendor coordination

Tools

Propertyware

Yardi

RealPage

LeadSimple

CRM systems

Job description

Maintenance Coordinator

Join our team and help coordinate property maintenance, repairs, and service requests to keep our residents and properties well cared for.

About the Role

We are seeking a highly organized and proactive Maintenance Coordinator to manage maintenance requests and coordinate repairs for residential rental properties. The Maintenance Coordinator will serve as the primary point of contact between tenants, property managers, owners, and vendors. This position requires excellent communication, strong follow-through, attention to detail, and the ability to prioritize urgent maintenance issues. The ideal candidate can manage multiple work orders simultaneously and ensure that maintenance requests are handled efficiently from the initial report through completion.

Key Responsibilities

Maintenance Request Management

• Receive and review maintenance requests from tenants.
• Determine the urgency and priority of each request.
• Identify emergency maintenance issues and elevate them immediately.
• Create, assign, and monitor work orders.
• Communicate with tenants regarding maintenance scheduling and access.
• Follow up on open work orders until completion.
• Verify that repairs have been completed satisfactorily.
• Keep accurate records of all maintenance activity.

Vendor Coordination

• Contact and coordinate with approved vendors and contractors.
• Schedule maintenance appointments and coordinate property access.
• Obtain estimates and quotes when required.
• Provide vendors with detailed information about the requested repair.
• Follow up with vendors regarding delayed or incomplete work.
• Confirm completion of repairs before closing work orders.
• Maintain professional relationships with vendors.
• Review vendor invoices and ensure they correspond with completed work.

Tenant Communication

• Respond promptly and professionally to tenant maintenance concerns.
• Provide tenants with updates regarding work orders and scheduled appointments.
• Explain maintenance procedures and expectations clearly.
• Coordinate entry instructions with tenants and vendors.
• Handle frustrated or upset tenants professionally.
• Follow up after repairs to confirm the issue has been resolved.

Property Manager Support

• Provide Property Managers with updates on outstanding maintenance issues.
• Escalate major repairs, repeated issues, or owner approval requests.
• Assist with obtaining owner approval for repairs when required.
• Identify recurring maintenance problems and bring them to management's attention.
• Assist with property inspections and maintenance-related follow-ups.

Emergency Maintenance

• Identify and appropriately elevate emergency maintenance situations.
• Follow company emergency maintenance procedures.
• Coordinate emergency vendors when necessary.
• Maintain communication with tenants, vendors, and Property Managers during urgent situations.
• Ensure emergency work orders are properly documented.

Administrative Duties

• Maintain accurate maintenance records and documentation.
• Update work order statuses regularly.
• Track outstanding repairs and follow-ups.
• Upload photos, estimates, invoices, and other relevant documentation.
• Maintain organized vendor and property information.
• Follow company SOPs and maintenance procedures.
• Complete required daily and weekly reports.

Qualifications

• 1–2 years of maintenance coordination, property management, customer service, or related experience preferred.
• Residential property management experience is a plus.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail.
• Ability to prioritize urgent and non-urgent maintenance requests.
• Excellent follow-up and problem-solving skills.
• Ability to communicate professionally with tenants and vendors.
• Ability to handle multiple work orders simultaneously.
• Comfortable working independently and taking ownership of tasks.
• Strong computer and administrative skills.
• Must be reliable and available during the required working hours.

Preferred Experience

Experience with the following is a plus:

• Property management software
• Propertyware
• Yardi
• RealPage
• LeadSimple
• ShowMojo
• CRM systems
• Work-order/ticketing systems
• Google Workspace
• Microsoft Office
• VoIP/phone systems

Ideal Candidate

We are looking for someone who is organized, proactive, responsive, and highly dependable. The right candidate does not simply assign a work order and forget about it. They actively monitor each request, communicate with everyone involved, follow up on delays, and make sure the issue is fully resolved. You should be comfortable making phone calls, communicating with vendors, dealing with tenants, handling urgent situations, and managing multiple priorities throughout the day.

Performance Expectations

The successful candidate will be expected to:

• Respond to maintenance requests promptly.
• Properly identify and elevate emergencies.
• Keep work orders updated and organized.
• Follow up consistently with vendors and tenants.
• Minimize delays in completing repairs.
• Maintain accurate maintenance documentation.
• Communicate clearly with Property Managers and owners.
• Follow company SOPs and approval procedures.
• Take ownership of maintenance issues from start to finish.
• Provide professional and courteous customer service.