Maintenance Coordinator

Maintenance Coordinator

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Maintenance Coordinator based in South Africa.

As a Maintenance Coordinator, you will oversee residential property maintenance operations for a portfolio of properties across the greater Tampa Bay area in Florida, ensuring maintenance requests are handled efficiently, professionally, and cost-effectively. You will act as the key point of contact between tenants, property managers, and service providers, coordinating work orders from initial request through successful completion. Your role will combine hands-on property maintenance coordination, vendor relationship management, scheduling, and cost control. You will use AppFolio to maintain accurate records, monitor progress, and ensure operational transparency. This is an opportunity to take ownership of the entire maintenance workflow in a fast-paced, remote environment. The ideal candidate is proactive, solutions-oriented, and confident in making decisions independently while delivering a positive experience for both tenants and property owners.

Accountabilities

• Work Order Management: Receive, assess, prioritize, and manage maintenance requests from initial intake through resolution, ensuring issues are addressed promptly and effectively.
• Tenant and Stakeholder Communication: Serve as the primary point of contact for tenants and property managers, clearly communicating repair requirements, timelines, expectations, and updates with empathy and professionalism.
• AppFolio Management: Maintain accurate, up-to-date work orders, maintenance logs, vendor details, and supporting documentation within AppFolio.
• Vendor Negotiation and Cost Control: Negotiate service rates, challenge excessive pricing when necessary, verify scopes of work, and ensure competitive costs without compromising service quality.
• Vendor Sourcing and Onboarding: Identify, evaluate, and onboard qualified contractors and service providers to build and maintain a reliable, competitive vendor network.
• Scheduling and Dispatching: Coordinate property access with tenants, schedule vendor visits, and monitor timelines to ensure repairs are completed efficiently.
• Invoice and Quality Auditing: Review completion reports, compare invoices against approved quotes and agreed scopes of work, verify service quality, and approve invoices for payment.
• Problem Resolution and Process Improvement: Take ownership of maintenance issues, resolve scheduling or communication challenges, identify opportunities for cost savings, and improve the efficiency of daily operations.

Requirements

• Relevant Experience: Previous hands-on experience in residential property management, maintenance coordination, or a closely related role is essential. This is an experienced position requiring someone who can manage responsibilities independently from day one.
• AppFolio Expertise: Demonstrable practical experience using AppFolio for property management, maintenance requests, work orders, recordkeeping, and operational coordination is required.
• Communication Skills: Excellent written and verbal English skills, with the ability to communicate clearly and diplomatically with tenants while maintaining firm, professional relationships with vendors.
• Negotiation and Vendor Management: Proven ability to negotiate pricing, evaluate repair estimates, challenge unreasonable charges, assess scopes of work, and hold contractors accountable for agreed deliverables.
• Property Maintenance Knowledge: A solid understanding of common residential maintenance issues, repair processes, trade terminology, and reasonable service and completion timelines.
• Organization and Attention to Detail: Strong organizational skills, accuracy, and the ability to manage a high volume of work orders, competing priorities, schedules, and documentation simultaneously.
• Problem-Solving Abilities: Strong critical thinking and troubleshooting skills to assess maintenance concerns, determine appropriate next steps, and dispatch the right service providers.
• Ownership and Initiative: A proactive, dependable working style, with the confidence to resolve issues, make decisions, and follow tasks through to completion without constant supervision.
• Adaptability Under Pressure: The ability to prioritize competing demands, handle difficult conversations, and remain solution-focused in a fast-paced environment.
• Remote Work Readiness: Comfortable working independently in a fully remote role and adhering to operational requirements and U.S. Eastern Time working hours.
• Payment Eligibility: Applicants must be able to receive payments through Wise, subject to service availability and support for local bank transfers in their country of residence or bank location.

Benefits

• Monthly Compensation: USD $1,400–$1,800, depending on experience and qualifications.
• Fully Remote Work: Work from anywhere in South Africa while collaborating with a U.S.-based residential property management team.
• Full-Time Position: 40 hours per week, with working hours aligned with U.S. Eastern Time.
• Birthday Bonus: USD $50 birthday bonus.
• Testimonial Bonus: USD $200 testimonial bonus.
• No Activity Tracking Software: Work in an environment that does not require employee tracking software.
• Independent Work Environment: Take ownership of your responsibilities with clear operational guidelines and the autonomy to manage your workload.