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Green Ocean Property Management · 3 months ago

Maintenance Coordinator

United States

Full-time

Remote

Mid Level

Green Ocean Property Management is an integrated maintenance and property management team serving the Greater Boston market. The Maintenance Coordinator will oversee work orders, manage vendor coordination, and ensure effective communication with tenants while driving performance metrics.

Property ManagementReal EstateResidential

Responsibilities

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)

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

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

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

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

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

Follow the P0/P1 emergency SOP (gas/water/electrical hazards, no-heat, lockouts)

Coordinate on-call vendors, city services, and temporary mitigation

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)

Qualification

Maintenance coordinating experienceProperty management softwareConstruction engineering knowledgeFluent in SpanishOrganizing schedulesExtremely organizedProblem solvingCommunicationSelf-driven