Job Description
Work Schedule: EST Business Hours
Company: PSB (Pro Services Boston) & Green Ocean Property Management – over 20 years in business, serving Greater Boston
About the Role
The Maintenance Coordinator serves as the command center for all work orders — from intake and triage to scheduling, vendor coordination, tenant communication, and close-out. You’ll prioritize urgent issues, manage preventive maintenance cycles, and drive efficiency across the team.
Key Responsibilities include:
- Work Order Intake & Triage: Receive, log, and classify requests; pre-diagnose simple issues to reduce truck rolls.
- Scheduling & Dispatch: Assign work based on trade, SLA, geography, and cost; manage daily/weekly schedules and approvals.
- Vendor Management: Coordinate licensed vendors, track COI/W-9, validate work completion, and request quotes.
- Tenant & Owner Communication: Provide clear ETAs, progress updates, and ensure satisfaction at completion.
- Preventive Maintenance: Maintain seasonal PM schedules and coordinate efficient batch scheduling.
- Invoicing & Close-Out: Verify documentation, photos, invoices, and submit same-day to accounting.
- Emergencies & After-Hours: Follow SOPs for urgent P0/P1 events and coordinate on-call vendors or city services.
- Reporting & Quality: Track SLA adherence, costs, and vendor performance; recommend process improvements.
Qualifications
- Fluent in English and Spanish (bilingual required)
- US property management maintenance coordination experience (required)
- Knowledge of construction or engineering (preferred)
- Excellent problem-solving and communication skills
- Highly organized with the ability to manage changing priorities
- Experience with property management software (Buildium, Property Meld) is a plus
- Self-driven, detail-oriented, and able to work independently
- Career-focused with strong growth potential
- Able to work EST business hours
Status: Full-time
Location: Remote
Minimum Experience: Experienced
We’re looking for a full-time, remote Maintenance Coordinator to join our integrated maintenance and property management team. This is a performance-driven role with clear SLAs, daily accountability, and strong growth potential into senior coordination/operations leadership.