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
