Maintenance Coordinator

This is a fully remote position, open to applicants in Mexico.

📋 Description

• Receive requests through the portal, phone, or email; document the complete scope, including photos, access information, and priority tagging.

• Classify requests by Priority (P0–P3) and according to building/owner guidelines; verify warranty, recall, or recurring issues.

• Conduct pre-diagnosis to minimize truck rolls (such as simple resets, filter sizes, breaker checks, and shutoff guidance).

• Assign requests to the appropriate vendor or technician based on trade, service level agreement (SLA), geographical area, availability, and cost.

• Create and update daily and weekly schedules; confirm tenant access, lockbox codes, pet/alarms, and parking arrangements.

• Generate and monitor Not-to-Exceed (NTE) amounts; obtain necessary approvals when required.

• Coordinate with licensed vendors (HVAC, plumbing, electrical, appliance, roofing, etc.).

• Ensure that Certificates of Insurance (COI), W-9s, and licenses are up to date; validate arrival and completion with photo evidence and written diagnoses.

• Request quotes for jobs exceeding NTE amounts; compare scope and pricing; route for approval.

• Provide clear estimated times of arrival (ETAs), preparation steps (such as water shutoff and clearing access), and progress updates.

• Set expectations regarding lead times for parts and follow-ups; confirm tenant satisfaction upon completion.

• Escalate issues sensitively when work affects health, safety, or habitability.

• Maintain seasonal preventive maintenance (PM) calendars (for boilers/furnaces, gutters, dryer vents, smoke/CO checks, and filter changes).

• Batch and schedule PMs to minimize tenant disruption and travel time; track completion of tasks.

• Ensure work orders include diagnosis, materials, labor, before and after photos, and time stamps.

• Match invoices to work orders, verify against NTE amounts, route exceptions, and submit to accounting on the same day.

• Follow the P0/P1 emergency Standard Operating Procedure (SOP) for gas, water, and electrical hazards, no-heat issues, and lockouts.

• Coordinate on-call vendors, city services, and temporary mitigation efforts.

• Produce daily and weekly reports on SLA adherence, work-in-progress aging, cost variance, and vendor performance.

• Identify repeat issues and recommend root-cause solutions (such as access hardware, part stocking, and vendor changes).

⛳️ Requirements

• Proficient in both English and Spanish.

• Experience in maintenance coordination within a US Property Management company is essential.

• Knowledge in construction engineering is advantageous.

• Excellent problem-solving abilities are required.

• Strong communication skills in English are necessary.

• Exceptional organizational skills for scheduling are a must.

• Experience with property management software such as Buildium or Property Meld is a plus.

• Self-motivated and able to work with minimal supervision.

• Highly organized and capable of thriving in a fast-paced, constantly changing environment.

• Desire for a stable career with unlimited opportunities for learning and growth.

• Availability to work during EST business hours.

🏝️ Benefits

• Comprehensive health benefits package.

• Opportunities for professional development and training.

• Flexible work environment.

• Access to employee wellness programs.

• Competitive salary and performance-based incentives.