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