Maintenance Coordinator

Maintenance Coordinator Job DescriptionReports to:Senior Maintenance ManagerDivision:PSB Department:MaintenanceStatus:Full-Time, EST Business HoursLocation and Work Setup:RemoteAbout 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 & TriageReceive 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 & DispatchAssign 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 ManagementCoordinate 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 CommunicationProvide 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-OutEnsure 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 CoordinationFollow the P0/P1 emergency SOP (gas/water/electrical hazards, no-heat, lockouts).Coordinate on-call vendors, city services, and temporary mitigation.Reporting & QualityProduce 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 languageMaintenance coordinating experience in a US Property Management company is a mustKnowledgeable in construction engineering is a plusHas excellent problem solving skillGood communication skills in EnglishOutstanding skills in organizing schedulesExperience with property management software Buildium/Property Meld is a plusSelf-driven and can work with little supervisionExtremely organized and can work in a constantly changing and fast past environmentWant to have a stable career with endless potential for learning and growthAble to work on EST Business hoursOriginally posted on Himalayas