Maintenance Coordinator

Remote; San Francisco (CA); Remote; USD 42,000 - 66,000; Full time

Job summary

A staffing agency is seeking an experienced Maintenance Coordinator for a residential property management client in Seminole, Florida, serving the Tampa Bay area. You will own the maintenance workflow, coordinate tenants, managers, and vendors, and ensure timely, cost-effective resolutions.

Responsibilities include work order triage, clear tenant communications, AppFolio system operations, vendor sourcing and onboarding, scheduling, and invoice auditing.

Qualifications

• Require excellent English communication, both written and spoken.
• Proven negotiation skills with vendors and contractors.
• Strong organizational and multi-tasking abilities.
• Experience managing maintenance workflows and vendor relationships.
• Ability to coordinate scheduling and communications with tenants and managers.

Responsibilities

• Work Order Management: triage, track, and complete maintenance requests.
• Tenant & Stakeholder Communication: explain timelines and steps with professionalism.
• AppFolio System Operations: maintain logs and documentation in real time.
• Vendor Negotiation & Cost Control: ensure fair pricing and clear scopes.
• Vendor Sourcing & Onboarding: build and vet a robust vendor network.
• Scheduling & Dispatching: coordinate access and contractor visits.
• Invoice & Quality Auditing: review completion reports and invoices.

Skills

English communication

Negotiation

Organization

Problem solving

Vendor management

Scheduling & dispatching

Tools

AppFolio

Job description

We are a staffing agency hiring on behalf of a residential property management company located in Seminole, Florida, serving the greater Tampa Bay area (including St. Petersburg, Clearwater, and Largo)

We are looking for an experienced, highly organized, and communicative Maintenance Coordinator to manage and streamline property maintenance operations.

This is a hands-on position for a proactive professional with practical experience in property management and maintenance coordination. You will serve as the primary point of contact between tenants, property managers, and vendors—ensuring maintenance issues and work orders are clearly communicated, efficiently scheduled, and cost-effectively resolved.

You will take full ownership of the maintenance workflow, driving issue resolution, managing vendor relationships, and ensuring a seamless experience for both property owners and tenants.

Key Responsibilities

• Work Order Management: Receive, triage, and manage property maintenance requests and work orders from intake through to successful completion.

• Tenant & Stakeholder Communication: Clearly explain work order details, timelines, expectations, and resolution steps to tenants with empathy, clarity, and professionalism.

• AppFolio System Operations: Maintain real-time accurate logs, records, updates, and documentation within AppFolio.

• Vendor Negotiation & Cost Control: Actively negotiate and push back on vendor pricing to ensure fair rates, accurate scopes of work, and high-quality deliverables.

• Vendor Sourcing & Onboarding: Continuously explore, vet, and onboard new service providers and contractors to build a robust, competitive vendor network.

• Scheduling & Dispatching: Coordinate access with tenants and schedule contractors/vendors for timely property visits and repairs.

• Invoice & Quality Auditing: Review work completion reports, audit vendor invoices against original quotes, and approve for payment.

Requirements

The successful candidate will have:

• AppFolio Expertise: Essential. Demonstrable hands‑on experience using AppFolio for property management and maintenance operations.

• Exceptional Communication: Outstanding verbal and written English communication skills, with the ability to handle delicate tenant conversations and firm vendor discussions.

• Strong Negotiation Skills: Proven track record of negotiating pricing, reviewing job scopes, and holding vendors accountable.

• Organizational Mastery: Superb attention to detail, strong multi-tasking capabilities, and the ability to manage high-volume daily requests efficiently.

• Property Maintenance Knowledge: solid understanding of residential property maintenance issues, trade terminology, and standard repair timelines.

• Problem‑Solving Skills: Strong troubleshooting capabilities to assess issues accurately before dispatching vendors.

This is not an entry‑level role. We are looking for someone who has previously worked in property management coordination and can hit the ground running.

Working Style

You should be comfortable working independently and taking ownership of your workload in a fast-paced environment.

We will provide clear operational guidelines, but you are expected to take initiative, resolve conflicts proactively, and drive tasks across the finish line without requiring constant step‑by‑step supervision.

The right person will be:

• Reliable, highly organized, and detail‑oriented

• A firm yet diplomatic communicator who is comfortable having tough conversations with tenants or vendors

• Solution‑focused with strong critical‑thinking skills

• Able to prioritize competing demands under pressure

• Proactive in identifying cost‑saving opportunities and discovering new vendor partners

• Comfortable working independently in a remote environment