Property Maintenance Coordinator

Property Maintenance Coordinator (Yardi / AppFolio / Buildium) – Remote | U.S. Hours
Position Type:
Full-Time, Remote
Working Hours:
U.S. Business Hours (with flexibility for urgent maintenance issues)
About the Role
At Pavago, one of our clients is hiring a
Property Maintenance Coordinator
to manage the end-to-end maintenance lifecycle across a portfolio of residential properties.
This is a hands-on, execution-focused property operations role. You’ll serve as the central point of coordination between
tenants, vendors, property managers, and owners
, ensuring maintenance requests are properly documented, prioritized, dispatched, tracked, and resolved.
You’ll be responsible for keeping a high volume of maintenance requests moving while maintaining accurate records in
Yardi, AppFolio, Buildium, or similar property management software
.
This role is ideal for someone with strong property management or maintenance coordination experience who is highly organized, responsive, and known for following through until every issue is fully resolved.
What You’ll Own
Maintenance Request Intake & Triage
Handle approximately
10–20 maintenance requests per day
through phone, email, and tenant portals.
Log complete and accurate maintenance requests in
Yardi, AppFolio, Buildium, or similar systems
.
Assess urgency and prioritize requests appropriately.
Identify emergency issues requiring immediate escalation or dispatch.
Communicate expected next steps clearly to tenants.
Maintain fast response times across incoming requests.
Urgent issues may include:
Plumbing leaks
HVAC failures
Electrical problems
Safety concerns
Other time-sensitive property issues
Work Order Management
Own maintenance work orders from
initial request through confirmed completion
.
You’ll:
Create, assign, and track work orders.
Document repair scope, property information, and tenant details.
Monitor tickets through open, scheduled, in-progress, and completed stages.
Follow up consistently with vendors on outstanding work.
Escalate delayed or unresolved maintenance issues.
Maintain accurate notes and supporting documentation.
Confirm completion with tenants before closing tickets.
Ensure maintenance requests remain within established SLA timelines.
Vendor Coordination & Dispatch
Schedule and dispatch vendors for repairs, maintenance, and inspections.
Match vendors to jobs based on availability, expertise, location, and urgency.
Coordinate access and scheduling between tenants and vendors.
Verify vendor licensing and insurance requirements where applicable.
Monitor repair progress and follow up on delays.
Hold vendors accountable for timelines and service quality.
Review invoices against completed work before routing them for approval.
Maintain organized vendor records and communication histories.
Tenant Communication & Customer Service
Serve as a primary point of contact for maintenance-related communication.
Acknowledge maintenance requests promptly.
Provide scheduling and repair updates.
Communicate vendor delays or appointment changes.
Handle frustrated tenants calmly and professionally.
Follow up after repairs.
Confirm tenant satisfaction and issue resolution.
Ensure tenants remain informed throughout the maintenance lifecycle.
Preventive Maintenance Coordination
Coordinate recurring preventive maintenance programs such as:
HVAC servicing
Pest control
Safety inspections
Landscaping
Routine property inspections
Other scheduled property maintenance
Maintain preventive maintenance calendars and service records to ensure recurring work is completed on schedule and reduce avoidable emergency repairs.
Property Management Software & Documentation
Maintain accurate and current records inside platforms such as:
Yardi
AppFolio
Buildium
Ensure maintenance records include:
Tenant request details
Work order status
Vendor assignments
Communication notes
Repair updates
Invoices
Completion documentation
Keep all maintenance records organized, accurate, accessible, and audit-ready.
Compliance & Safety Documentation
Maintain documentation related to:
Work orders
Vendor licensing
Insurance requirements
Invoices
Property inspections
Maintenance history
Support compliance with applicable:
Local building codes
Property safety requirements
OSHA-related requirements where applicable
Internal property management procedures
Escalate potential safety or compliance concerns promptly.
Reporting & Operational Visibility
Prepare regular maintenance reporting for property managers, owners, and leadership.
Track:
Open work orders
Aging maintenance requests
Resolution times
Maintenance costs
Vendor performance
Recurring property issues
Preventive maintenance completion
Identify recurring maintenance problems and opportunities to improve operational efficiency.
Required Experience & Skills
Must-Have
2+ years of experience
in property management, maintenance coordination, property operations, or a related role.
Hands-on experience with at least one property management platform:
Yardi
App