Property Management Maintenance Coordinator

Job Description Job Description Position Summary The Property Management Maintenance Coordinator is responsible for overseeing all maintenance-related operations for a portfolio of residential and commercial rental properties. This role serves as the primary point of contact between tenants, owners, vendors, and internal staff for work orders, inspections, unit turnovers, and invoicing. This position requires prior experience in property management maintenance coordination and familiarity with owner approvals, tenant communication, vendor scheduling, inspections, and security deposit processes. Inspection of units to determine deficiencies along with the ability to obtain estimates for repairs and determining whether the repair costs are the tenant or owner responsibility. Accurate inspections, review and approval of all vendor work and timely proper documentation are essential. Core Responsibilities 1. Work Order Management Accept, create, and coordinate all maintenance service requests. Prepare and assign work orders to approved subcontractors. Obtain estimates when required and coordinate key pickups/returns. Contact owners for repair approval and funding authorization. Prepare Malt Realty work orders or contracts upon owner approval. Schedule vendors and monitor progress through completion. Update the work order system with notes, photos, and completion status. Inspect major repairs, renovations, and capital projects. Approve vendor invoices and submit to accounting. Follow up with tenants to confirm satisfaction after work completion. Monitor and actively manage outstanding work orders. Prepare purchase orders and contracts when required. Maintain and update master vendor/subcontractor contact list. Reconcile actual costs vs. estimates and report variances to owners. 2. Move-Out Inspections, New Listings, Midterm & Renewal Estimates Prepare move-out assessment forms prior to tenant vacating. Conduct move-out inspections and document with photos. Prepare accurate reconditioning estimates for owners. Issue tenant move-out charge notices via certified mail. Track statutory waiting periods for security deposit disbursement (15–30 days). Submit security deposit disposition forms to accounting. Respond in writing to tenant disputes within required timeframes. Handle tenant calls related to move-out charges and disputes. Install lockboxes when required. Review maintenance summaries and convert to PDF format. Prepare owner summaries for lease renewals (tenant payments & work orders). Download, organize, and distribute inspection photos to staff and server 3. Market-Ready Units / Turnovers Obtain written owner approval and request funds before starting work. Coordinate deposits when required. Schedule and manage all turnover repairs. Conduct market-ready inspections upon completion. Complete inspection forms and upload photos for leasing. Notify leasing team when unit is market ready. Inspect vendor work for accuracy and completeness. Review and approve vendor invoices related to turnovers. 4. Renewal Inspections Coordinate inspection scheduling with administrative staff. Assist with mapping and tenant communications. Conduct inspections and upload photos to server. Prepare renewal inspection reports. Deliver reports and photos to owners. 5. Invoice Processing Review and approve vendor invoices. Submit invoices to Director for final approval. 6. Phone Management Answer and manage the dedicated maintenance phone line. Triage maintenance calls and prioritize emergencies appropriately. After Hours On-Call phone 7. Commercial Property Inspections Conduct bi-weekly inspections of commercial properties (e.g., 45 Barkley). Complete inspection checklist and photos. Submit inspection reports to landlord after each visit. 8. Miscellaneous Duties Maintain accountability for all keys and lockboxes (check-in/check-out). Support property management operations as needed. May need to use own car occasionally Required Qualifications Minimum 2–3 years of experience in property management maintenance coordination. References will be required. Experience working with owners, tenants, and vendors Knowledge of Florida landlord-tenant timelines , security deposits, and inspections Strong understanding of unit turnovers, reconditioning estimates, and inspections Experience using property management software (AppFolio preferred) Ability to read and interpret vendor estimates and invoices Strong organizational, follow-up, and communication skills Comfortable handling high-volume work orders and time-sensitive issues Preferred Qualifications Florida property management or real estate background Experience with residential and light commercial portfolios Familiarity with vendor contracts and capital projects Prior experience coordinating inspections and renewals Company Description Residential Property Management company located in Lee County for over 45 years. Managing Single family homes, multi-family, other. Company Description Residential Property Management company located in Lee County for over 45 years. Managing Single family homes, multi-family, other.