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