Maintenance coordination experience in a U.S. property management company is required.
Ability to work during Eastern Time business hours is required.
Strong problem-solving skills are required.
Good communication skills in English are required.
Strong scheduling and organizational skills are required.
Ability to work with little supervision is required.
Ability to work effectively in a constantly changing, fast-paced environment is required.
Responsibilities
Receive maintenance requests via portal, phone, or email, and log complete scope, photos, access information, and priority tags.
Classify work orders by priority (P0–P3) and building or owner rules, and verify warranty, recall, or recurring issues.
Pre-diagnose issues using simple resets, filter sizes, breaker checks, and shutoff guidance to reduce unnecessary service visits.
Assign work to the appropriate vendor or technician based on trade, service-level agreement, geography, availability, and cost.
Build and update daily and weekly schedules, confirming tenant access, lockbox codes, pets, alarms, and parking.
Create and track not-to-exceed amounts and obtain approvals when required.
Coordinate licensed vendors, including HVAC, plumbing, electrical, appliance, and roofing vendors.
Ensure certificates of insurance, W-9 forms, and licenses are current, and validate arrival and completion, photo proof, and written diagnoses.
Request quotes for jobs exceeding the not-to-exceed amount, compare scope and price, and route quotes for approval.
Provide tenants and owners with estimated arrival times, preparation steps, and progress updates.
Set expectations for parts lead times and follow-ups, and confirm satisfaction when work is complete.
Escalate sensitively when work affects health, safety, or habitability.
Maintain seasonal preventive-maintenance calendars for boilers and furnaces, gutters, dryer vents, smoke and carbon monoxide checks, and filter changes.
Batch and schedule preventive maintenance to minimize tenant disruption and travel time, and track completion.
Ensure work orders include diagnoses, materials, labor, before-and-after photos, and timestamps.
Match invoices to work orders, verify them against not-to-exceed amounts, route exceptions, and submit invoices to accounting the same day.
Follow the P0/P1 emergency standard operating procedure for gas, water, and electrical hazards, no-heat situations, and lockouts.
Coordinate on-call vendors, city services, and temporary mitigation during emergencies.
Produce daily and weekly reports on service-level agreement adherence, work-in-progress aging, cost variance, and vendor performance.
Flag repeat issues and recommend root-cause fixes, such as access hardware, parts stocking, or vendor changes.
Desired Qualifications
Knowledge of construction engineering is a plus.
Experience with Buildium or Property Meld property management software is a plus.
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.