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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 AppFolio Buildium Experience creating and managing maintenance work orders.
Experience coordinating and scheduling vendors or contractors.
Understanding of maintenance request triage and prioritization.
Experience reviewing invoices and service documentation.
Strong written and verbal English communication skills.
Strong organizational and multitasking abilities.
High attention to detail and documentation accuracy.
Proficiency with Microsoft Office and/or Google Workspace.
Ability to work remotely during U.S. business hours.
Ability to manage multiple active maintenance requests simultaneously.
Nice to Have
Experience supporting portfolios of 100+ residential units .
Experience working with U.S.-based property management companies.
Familiarity with vendor licensing, insurance, and compliance requirements.
Experience tracking maintenance SLAs and operational KPIs.
Exposure to building codes and property safety requirements.
What Makes You a Strong Fit
You:
Follow up until issues are actually resolved.
Can manage multiple moving work orders without losing track of details.
Understand how to prioritize urgent maintenance situations.
Communicate professionally with both tenants and contractors.
Stay calm and decisive during emergency repairs.
Hold vendors accountable while maintaining productive relationships.
Keep property management systems accurate and organized.
Proactively identify problems before they escalate.
Balance tenant experience, cost awareness, operational efficiency, and property protection.
Take ownership instead of waiting to be reminded about outstanding tasks.
What a Typical Day Looks Like
Your day may include:
Reviewing and prioritizing new maintenance requests.
Checking outstanding and aging work orders.
Creating and updating tickets in Yardi, AppFolio, or Buildium.
Dispatching vendors and coordinating tenant access.
Following up on repairs currently in progress.
Communicating status updates to tenants.
Escalating urgent or delayed maintenance issues.
Reviewing completed work and vendor invoices.
Confirming repairs with tenants before closing tickets.
Scheduling preventive maintenance.
Updating maintenance reports and documentation.
In short: you keep maintenance operations moving from request to resolution while ensuring tenants, vendors, and property teams stay informed and accountable.
Key Metrics for Success (KPIs)
Emergency maintenance response within established SLA targets.
Standard maintenance requests resolved within established SLA targets.
Work order resolution time.
Tenant satisfaction.
Vendor response and completion rates.
Work order documentation accuracy.
Invoice accuracy.
Preventive maintenance completion rate.
Reduction in overdue maintenance requests.
Zero avoidable safety or compliance issues.
Why This Role Stands Out
Full ownership of the maintenance coordination lifecycle.
Direct impact on tenant satisfaction and property performance.
Hands-on exposure to modern property management systems.
Opportunity to manage residential property operations at scale.
Strong experience across vendor management, tenant communication, and maintenance operations.
Growth opportunities into Senior Maintenance Coordinator, Assistant Property Manager, Property Operations Manager, Property Manager, or Portfolio Manager roles.
Interview Process
Initial Application Review
Spark Hire Intro Video
Video Interview with Pavago Recruiter
Practical Assessment – Maintenance Coordination / Work Order Scenario
Client Interview
Offer & Onboarding
Apply Now
If you have experience with property maintenance coordination, work order management, vendor dispatch, and Yardi, AppFolio, or Buildium , we’d love to hear from you.
This role is ideal for someone who is highly organized, responsive, and persistent and knows how to keep tenants informed, vendors accountable, and maintenance requests moving through completion .