Maintenance Coordinator

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