Property Management Coordinator Jobs

Position Overview

We are seeking an experienced, highly organized, and proactive Maintenance Coordinator to oversee and coordinate maintenance operations for a portfolio of residential properties.

This is primarily an office-based position that plays an important role in ensuring maintenance requests, vendor services, property repairs, and vacant unit preparations are handled efficiently, professionally, and to the expected standards.

The Maintenance Coordinator will serve as a central point of communication between residents, property owners, vendors, contractors, and the property management team.

Responsibilities extend beyond scheduling and administrative tasks. This individual will take ownership of maintenance projects from initial assessment and bidding through owner approval, vendor coordination, completion, and quality control.

The ideal candidate is a self-starter who works exceptionally well within a team environment but is equally comfortable working independently, exercising good judgment, making decisions within established guidelines, and following projects through to completion with minimal supervision.

Key Responsibilities

Maintenance Coordination & Work Orders

• Receive, review, and coordinate resident maintenance requests.
• Create, assign, monitor, and track maintenance work orders through completion.
• Coordinate scheduling with outside vendors and contractors.
• Communicate with residents regarding maintenance requests, repairs, and service appointments.
• Coordinate emergency maintenance issues and ensure appropriate follow-up.
• Maintain accurate maintenance records, work orders, and vendor documentation.

Vacant Unit Preparation & Project Management

• Conduct property visits and assess maintenance and repair needs.
• Prepare detailed punch lists for vacant unit turns, identifying necessary repairs, maintenance, cleaning, and improvements.
• Obtain and evaluate vendor bids and estimates for repairs, renovations, and property improvement projects.
• Present project details, estimates, and recommendations to property owners and obtain required approvals.
• Coordinate approved work with vendors and contractors.
• Monitor project progress and conduct site visits to ensure work is progressing as expected.
• Inspect completed work to ensure it meets company standards and property owner expectations.
• Identify deficiencies or incomplete work and coordinate necessary corrections before considering a project complete.

Communication & Administration

• Maintain professional and timely communication with residents, vendors, contractors, property owners, and internal team members.
• Review vendor invoices for accuracy and consistency with approved work.
• Provide property owners with project updates and communicate issues requiring attention or additional approval.
• Utilize Propertyware to manage work orders, document maintenance activities, and maintain accurate records.
• Participate in a shared after-hours on-call rotation.

Qualifications & Experience

• Prior residential property management experience preferred.
• Candidates with relevant experience in construction coordination, facilities management, maintenance administration, or project coordination will also be considered.
• Experience coordinating contractors, obtaining bids, and overseeing repair or renovation projects is highly desirable.
• Strong organizational skills and the ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to follow-through.
• Ability to assess property conditions and recognize maintenance and repair needs.
• Proficiency with Microsoft Office and general computer applications.
• Experience with Propertyware is a plus.

What We're Looking For

We are looking for someone who takes initiative, demonstrates sound judgment, and takes personal responsibility for seeing things through.

The successful candidate will:

• Be a self-starter who requires minimal day-to-day supervision.
• Be comfortable managing responsibilities independently while contributing positively to a team.
• Anticipate potential problems and address issues proactively.
• Be resourceful, solution-oriented, and able to prioritize effectively.
• Understand the importance of balancing resident satisfaction, property owner expectations, vendor relationships, budget considerations, and quality control.
• Take pride in their work and understand that a project isn't finished until the job is done right.

Compensation & Benefits

• Pay: $25.00 per hour.
• Schedule: Part-time, 30 hours per week, Monday–Friday, 9:00 AM–3:00 PM.
• Schedule Flexibility: Some flexibility in scheduled working hours is available.
• Remote Work Opportunity: Once the employee has demonstrated the ability to independently and successfully manage the responsibilities of the position, primarily remote work may be considered. Occasional property visits and in-person responsibilities will still be required.
• Paid Vacation: Paid vacation time available after six months of employment.
• Work Environment: Join a team-oriented company that values initiative, accountability, dependability, and the ability to work independently.

Work Schedule & Additional Requirements

• Regular weekday schedule, Monday–Friday.
• Participation in a shared after-hours on-call rotation is required.
• Occasional travel to properties for inspections, project oversight, and vacant unit evaluations is required.

If you are organized, resourceful, detail-oriented, and take pride in seeing projects through from start to finish, we would love to hear from you!

Pay: $25.00 per hour

Expected hours: 30.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Westlake, OH 44145