Property Management Coordinator

Job Summary

THE Brokeragea, A Real Estate Firm is seeking a Maintenance Coordinator to manage the daily flow of property maintenance requests, HOA courtesy notices, and turnaround repairs between tenants. This position serves as the central point of coordination among residents, property owners, vendors, HOAs, and the property management team.

The right candidate follows every issue through to completion. That means gathering accurate information, identifying the next action, assigning work appropriately, monitoring deadlines, documenting progress, and confirming that the matter has actually been resolved.

This role also requires practical judgment. Some requests can be handled through basic troubleshooting, resident instructions, or vendor coordination. Others involve safety concerns, potential property damage, owner authorization, lease responsibility, or costs that require supervisor review. The Maintenance Coordinator must recognize the difference and escalate issues promptly when appropriate.

Key Responsibilities

• Receive, review, and prioritize maintenance requests submitted by residents, property managers, owners, and vendors.
• Ask focused questions and review available information to determine the nature, urgency, and likely cause of reported problems.
• Guide residents through reasonable troubleshooting steps when an issue may be resolved without dispatching a vendor.
• Identify emergencies and time-sensitive conditions, including active leaks, loss of essential services, electrical hazards, security concerns, and situations that could result in further property damage.
• Determine when a request can be handled independently and when supervisor approval or immediate escalation is required.
• Assign qualified vendors based on the type of work, property location, availability, cost, and authorization limits.
• Provide vendors with complete work instructions, access information, resident contact details, and scheduling requirements.
• Track open work orders and follow up with residents and vendors until scheduling, completion, invoicing, and documentation are confirmed.
• Communicate delays, access problems, cost changes, and unresolved conditions to the appropriate parties.
• Review vendor notes, photographs, estimates, and invoices for completeness and consistency with the assigned work.
• Coordinate property turnaround repairs between tenants, including inspections, estimates, approvals, vendor scheduling, repair sequencing, progress tracking, and completion verification.
• Help ensure turnaround work is completed in the correct order and within established deadlines so properties are ready for marketing and occupancy.
• Process HOA courtesy and violation notices by identifying the issue, contacting the appropriate resident or vendor, tracking correction deadlines, collecting supporting photographs or documentation, and confirming closure with the HOA when required.
• Maintain accurate work-order histories, communication notes, estimates, approvals, invoices, photographs, and completion records in the property management system.
• Distinguish between routine maintenance, resident-caused damage, owner responsibility, warranty work, HOA responsibility, and conditions requiring further review.
• Provide clear status updates without waiting to be asked and identify stalled items before they become larger problems.
• Assist with vendor performance tracking and report recurring issues involving responsiveness, workmanship, pricing, or documentation.
  

Required Skills and Qualifications

• Experience in property management, facilities coordination, maintenance administration, dispatch, construction administration, or a related operational role is preferred.
• Strong organizational skills and the ability to manage a high volume of open items with different priorities and deadlines.
• Consistent follow-up habits, including the discipline to confirm completion instead of assuming a scheduled item has been resolved.
• Practical troubleshooting ability and comfort asking detailed questions before dispatching a vendor.
• Sound judgment when evaluating urgency, safety, potential property damage, authorization requirements, and the need for supervisor involvement.
• Clear and professional written and verbal communication skills.
• Ability to communicate respectfully with residents while maintaining policies, documentation standards, and appropriate boundaries.
• Confidence coordinating vendors, requesting updates, addressing missed appointments, and obtaining complete estimates and invoices.
• Strong attention to dates, costs, access instructions, photographs, work descriptions, and supporting records.
• Ability to shift priorities when urgent conditions arise without losing track of routine work already in progress.
• Comfortable learning and using property management software, work-order systems, email, spreadsheets, and online vendor or HOA portals.
• Ability to handle sensitive resident, owner, and property information with discretion.
• Valid driver’s license and reliable transportation

Who Will Succeed in This Role

This position is well suited to someone who naturally keeps track of unresolved details and is uncomfortable leaving an item without a clear next step. You should be able to review several open issues, identify what is urgent, determine what information is missing, and follow up with the correct person without losing sight of other deadlines.

Success in this role is measured by accurate documentation, timely communication, appropriate escalation, and completed work orders. The strongest candidate will be calm under pressure, persistent without being confrontational, and capable of making routine decisions independently while recognizing when a matter carries enough cost, risk, or uncertainty to require supervisory direction.

How to Apply

Please submit your resume and a brief explanation of your experience coordinating maintenance, vendors, work orders, property repairs, or similar service requests to [Application Email or Link].

[Company Name] is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.

We are a boutique Real Estate Brokerage with a growing Property Management Department. The person filling this role works directly with the company Owner/Broker/Property Manager and has room to make much of this role their own and create procedures that make sense for the job role.