Property Maintenance Coordinator job description

Job brief

We are seeking a proactive Property Maintenance Coordinator to join our operations team and manage the physical upkeep of our diverse real estate portfolio. You will act as the primary point of contact for maintenance requests, ensuring that every issue is addressed promptly, professionally, and within budgetary guidelines. This role offers the opportunity to drive operational excellence by optimizing vendor relationships and improving tenant satisfaction through superior service delivery. If you are a detail-oriented professional with a passion for building maintenance and real estate operations, we would love to have you on the team.

What is a Property Maintenance Coordinator?

A Property Maintenance Coordinator is a specialized real estate professional tasked with overseeing the operational upkeep, physical condition, and service standards of residential or commercial property portfolios. By leveraging property management software like Yardi, AppFolio, or Buildium, they bridge the gap between property owners, tenants, and facilities staff to ensure assets remain compliant and profitable. A Property Maintenance Coordinator ultimately preserves the long-term value of real estate investments through proactive maintenance scheduling and rigorous quality control.

What does a Property Maintenance Coordinator do?

On a daily basis, a Property Maintenance Coordinator manages incoming work orders, dispatches vetted contractors for repairs, and inspects properties to confirm work meets quality standards. They coordinate preventative maintenance programs to minimize emergency repairs, communicate with tenants regarding service request timelines, and update maintenance logs within centralized property databases. Furthermore, they perform regular site walk-throughs to assess structural integrity, track vendor performance metrics, and reconcile repair invoices against approved maintenance budgets.

Key responsibilities

• Manage and track all tenant service requests using centralized property management platforms like AppFolio or Buildium to ensure timely resolution.
• Dispatch and supervise third-party vendors and contractors, verifying that all work performed adheres to local building codes and safety regulations.
• Conduct recurring interior and exterior property inspections to document physical condition, identify preventative maintenance needs, and report findings to management.
• Review and approve maintenance invoices, ensuring costs align with established vendor contracts, labor rates, and the annual operating budget.
• Coordinate with leasing teams to execute make-ready processes, ensuring units meet company quality standards within strict turnover timelines.
• Maintain up-to-date vendor insurance certificates, W-9s, and service agreements to mitigate organizational risk and ensure full compliance.
• Analyze recurring maintenance issues across the portfolio to identify trends that may require capital expenditure or long-term infrastructure improvements.
• Facilitate clear communication between property owners, building managers, and tenants regarding scheduled repairs, utility shutdowns, or facility upgrades.

Requirements and skills

• 3+ years of experience in property maintenance, facilities management, or residential real estate operations.
• Proficiency in property management software (e.g., Yardi, AppFolio, RealPage) and digital work-order tracking systems.
• Deep understanding of building systems, including HVAC, plumbing, electrical, and structural maintenance requirements.
• Current certification in CPM (Certified Property Manager) or CAM (Certified Apartment Manager) is highly preferred.
• Strong ability to negotiate service level agreements (SLAs) with external vendors and general contractors to control operational costs.
• Knowledge of local housing laws, landlord-tenant acts, and OSHA safety standards relevant to property maintenance operations.
• Proven track record of managing high-volume service requests while maintaining a high customer satisfaction rating (CSAT).
• Bachelor’s degree in Business Administration, Property Management, Construction Management, or a related field of study.

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