Maintenance Coordinator

Company Description

PropFolio Management is a leading full-service property management firm specializing in Residential, Commercial, and Industrial asset classes. We integrate personalized service with advanced technology to deliver superior, end-to-end management experiences for property owners and tenants, maximizing the value of real estate investments. Our comprehensive, hands-on management services include:

• Property Listing, Marketing and Leasing.
• Rent Roll Management, Collection and Delinquency Oversight.
• Maintenance and Repairs (Coordination and Dispatch).
• Account Management (Payables and Receivables).
• Financial Reporting, Bookkeeping and Budgeting Support.

Role Description

As a Maintenance Coordinator, you will serve as the first point of contact for all maintenance-related service requests across our residential and commercial property portfolio. You will intake and triage repair requests, coordinate with vendors, support on-site property managers, and ensure jobs are completed in a timely, cost-effective, and compliant manner. You will also be responsible for managing the full lifecycle of maintenance work orders—from inbound intake to final documentation—while ensuring operational excellence across all vendor-driven activities. This role plays a critical part in preserving property condition, ensuring tenant satisfaction, and safeguarding long-term asset value for our clients.

In This Role You Will

• Coordinate Maintenance Requests: Receive, triage, and input service requests from tenants, property managers, and internal stakeholders. Assign and dispatch qualified vendors to respond to maintenance jobs based on urgency, trade type, and location. Communicate directly with tenants and vendors to confirm job scope, scheduling, and updates.
• Manage Work Order Lifecycle: Open, track, and close all maintenance work orders in the company's internal system. Ensure each Work Order progresses through lifecycle stages in a a timely manner. Upload and maintain all supporting documentation, including job quotes, approvals, pictures, invoices, COIs, and warranties.
• Support Vendor Management & Compliance: Submit Requests for Quotes (RFQs) to qualified vendors and ensure timely turnaround of competitive proposals. Review vendor submissions for completeness and compliance with internal standards and regulatory requirements. Verify proper licensing, background screening, and certificate of insurance documentation in accordance with PropFolio's vendor onboarding policy.
• Ensure Timely and Accurate Job Execution: Provide daily follow-up with vendors to confirm work is in progress and completed according to scope and timeline. Escalate delays or issues Page 1 of 3 to on-site property managers or internal leadership, as needed. Confirm jobs are completed per scope before processing for payment
• Coordinate Closing Documentation for Payment Processing: Collect and verify submission of invoices, before-and-after photos, warranty documents, and closed permits/inspections. Ensure all documents are labeled and filed correctly in the Work Order system for audit, approval and future reference purposes. Submit completed jobs to Accounting for payment processing in alignment with weekly AP cycles.
• Support Emergency Repairs and Common Area Upkeep: Assist on-site commercial property managers in identifying, quoting, and dispatching vendors for urgent repairs or common area maintenance. Prioritize health, safety, and code compliance in the resolution of emergency issues.
• Contribute to Operational Excellence: Monitor job volume, speed of resolution, service quality, and cost-effectiveness as key performance metrics. Identify opportunities to streamline workflows, reduce cycle times, and improve service outcomes. Maintain proactive, professional communication with tenants, vendors, and internal teams.

What We Look For

Experience & Background:

• 2 - 4 years of experience in maintenance coordination, facilities support or in a scheduling, procurement, or vendor-facing role within industries such as hospitality, logistics, construction, real estate services, or building operations.
• Familiarity with common maintenance issues, building systems and trade vendors preferred.
• A strong background in service requests management, vendor dispatching, and invoice or purchase order processing.
• Experience working in a fast-paced, customer-facing environment that requires strong attention to detail, multitasking, accuracy, and clear documentation practices.
• Prior experience supporting U.S. based clients or operating within international business environments is a plus.

Skills & Attributes:

• Positive attitude, team-first mindset, and commitment to continuous learning and improvement.
• Exceptional interpersonal skills with a customer-focused mindset, and a dedication to delivering high-quality service and support.
• Excellent verbal and written communication skills, with bilingual proficiency in English and Spanish. Communicates confidently, proactively and professionally to handle inquiries, and resolve issues.
• Outstanding organiza onal and me management skills, with the ability to priori ze tasks, meet deadlines, and work independently as well as collabora vely within a team.
• Adaptable in dynamic and high-volume environments, with a proactive and resourceful approach to problem-solving.
• Proficiency in Microso Office Suite (Word, Excel, PowerPoint) and other relevant so ware applica ons. Comfortable navigating digital tools and platforms, such as CRMs, workflow systems, document management tools, or communication software.

Education:

• Education Level/Degree: Bachelor's Degree ideally in Business Administration, Communications, Hospitality, or a related field.
• Ongoing on-the-job training will be provided to support onboarding and development.