Maintenance Coordinator

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. - Pre-diagnose to reduce truck rolls (simple resets, filter sizes, breaker checks, shutoff guidance). - Scheduling & Dispatch - Assign to the right vendor/tech based on trade, SLA, geography, availability, and cost. - Build and update daily/weekly schedules; confirm tenant access, lockbox codes, pet/alarms, parking. - Create and track Not-to-Exceed (NTE) amounts; obtain approvals when required. - Vendor Management - Coordinate licensed vendors (HVAC, plumbing, electrical, appliance, roofing, etc.). - Ensure COI/W-9/licenses are current; validate arrival/completion, photo proof, and written diagnosis. - Request quotes for >NTE jobs; compare scope/price; route to approval. - Tenant & Owner Communication - Provide clear ETAs, prep steps (water shutoff, clearing access), and progress updates. - Set expectations for parts lead times and follow-ups; confirm satisfaction at completion. - Escalate sensitively when work impacts health/safety or habitability. - Preventive Maintenance (PM) - Maintain seasonal PM calendars (boilers/furnaces, gutters, dryer vents, smoke/CO checks, filter changes). - Batch/schedule PMs to minimize tenant disruption and travel time; track completion. - Invoicing & Close-Out - Ensure work orders have diagnosis, materials, labor, before/after photos, and time stamps. - Match invoices to WOs, verify against NTE, route exceptions, and submit to accounting the same day. - Emergencies & After-Hours Coordination - Follow the P0/P1 emergency SOP (gas/water/electrical hazards, no-heat, lockouts). - Coordinate on-call vendors, city services, and temporary mitigation. - Reporting & Quality - Produce daily/weekly reports on SLA adherence, WIP aging, cost variance, and vendor performance. - Flag repeat issues, recommend root-cause fixes (access hardware, part stocking, vendor changes). Qualifications: - Fluent in English and Spanish language - Maintenance coordinating experience in a US Property Management company is a must - Knowledgeable in construction engineering is a plus - Has excellent problem solving skill - Good communication skills in English - Outstanding skills in organizing schedules - Experience with property management software Buildium/Property Meld is a plus - Self-driven and can work with little supervision - Extremely organized and can work in a constantly changing and fast past environment - Want to have a stable career with endless potential for learning and growth - Able to work on EST Business hours Salary: up to $10 Originally posted on Himalayas