# Property Maintenance Coordinator > Pavago · South Africa (Remote) · — · Posted 2026-08-17 **Workplace:** remote **Department:** Candidate Sourcing ## Description ### **Property Maintenance Coordinator (Yardi / AppFolio / Buildium) – Remote | U.S. Hours** **Position Type:** Full-Time, Remote **Working Hours:** U.S. Business Hours (with flexibility for urgent maintenance issues) ### **About the Role** At Pavago, one of our clients is hiring a **Property Maintenance Coordinator** to manage the end-to-end maintenance lifecycle across a portfolio of residential properties. This is a hands-on, execution-focused property operations role. You’ll serve as the central point of coordination between **tenants, vendors, property managers, and owners**, ensuring maintenance requests are properly documented, prioritized, dispatched, tracked, and resolved. You’ll be responsible for keeping a high volume of maintenance requests moving while maintaining accurate records in **Yardi, AppFolio, Buildium, or similar property management software**. This role is ideal for someone with strong property management or maintenance coordination experience who is highly organized, responsive, and known for following through until every issue is fully resolved. ### **What You’ll Own** ### **Maintenance Request Intake & Triage** - Handle approximately **10–20 maintenance requests per day** through phone, email, and tenant portals. - Log complete and accurate maintenance requests in **Yardi, AppFolio, Buildium, or similar systems**. - Assess urgency and prioritize requests appropriately. - Identify emergency issues requiring immediate escalation or dispatch. - Communicate expected next steps clearly to tenants. - Maintain fast response times across incoming requests. Urgent issues may include: - Plumbing leaks - HVAC failures - Electrical problems - Safety concerns - Other time-sensitive property issues ### **Work Order Management** Own maintenance work orders from **initial request through confirmed completion**. You’ll: - Create, assign, and track work orders. - Document repair scope, property information, and tenant details. - Monitor tickets through open, scheduled, in-progress, and completed stages. - Follow up consistently with vendors on outstanding work. - Escalate delayed or unresolved maintenance issues. - Maintain accurate notes and supporting documentation. - Confirm completion with tenants before closing tickets. - Ensure maintenance requests remain within established SLA timelines. ### **Vendor Coordination & Dispatch** - Schedule and dispatch vendors for repairs, maintenance, and inspections. - Match vendors to jobs based on availability, expertise, location, and urgency. - Coordinate access and scheduling between tenants and vendors. - Verify vendor licensing and insurance requirements where applicable. - Monitor repair progress and follow up on delays. - Hold vendors accountable for timelines and service quality. - Review invoices against completed work before routing them for approval. - Maintain organized vendor records and communication histories. ### **Tenant Communication & Customer Service** - Serve as a primary point of contact for maintenance-related communication. - Acknowledge maintenance requests promptly. - Provide scheduling and repair updates. - Communicate vendor delays or appointment changes. - Handle frustrated tenants calmly and professionally. - Follow up after repairs. - Confirm tenant satisfaction and issue resolution. - Ensure tenants remain informed throughout the maintenance lifecycle. ### **Preventive Maintenance Coordination** Coordinate recurring preventive maintenance programs such as: - HVAC servicing - Pest control - Safety inspections - Landscaping - Routine property inspections - Other scheduled property maintenance Maintain preventive maintenance calendars and service records to ensure recurring work is completed on schedule and reduce avoidable emergency repairs. ### **Property Management Software & Documentation** Maintain accurate and current records inside platforms such as: - Yardi - AppFolio - Buildium Ensure maintenance records include: - Tenant request details - Work order status - Vendor assignments - Communication notes - Repair updates - Invoices - Completion documentation Keep all maintenance records organized, accurate, accessible, and audit-ready. ### **Compliance & Safety Documentation** Maintain documentation related to: - Work orders - Vendor licensing - Insurance requirements - Invoices - Property inspections - Maintenance history Support compliance with applicable: - Local building codes - Property safety requirements - OSHA-related requirements where applicable - Internal property management procedures Escalate potential safety or compliance concerns promptly. ### **Reporting & Operational Visibility** Prepare regular maintenance reporting for property managers, owners, and leadership. Track: - Open work orders - Aging maintenance requests - Resolution times - Maintenance costs - Vendor performance - Recurring property issues - Preventive maintenance completion Identify recurring maintenance problems and opportunities to improve operational efficiency. ### **Required Experience & Skills** ### **Must-Have** - **2+ years of experience** in property management, maintenance coordination, property operations, or a related role. - Hands-on experience with at least one property management platform: - Yardi - AppFolio - Buildium - Experience creating and managing maintenance work orders. - Experience coordinating and scheduling vendors or contractors. - Understanding of maintenance request triage and prioritization. - Experience reviewing invoices and service documentation. - Strong written and verbal English communication skills. - Strong organizational and multitasking abilities. - High attention to detail and documentation accuracy. - Proficiency with Microsoft Office and/or Google Workspace. - Ability to work remotely during U.S. business hours. - Ability to manage multiple active maintenance requests simultaneously. ### **Nice to Have** - Experience supporting portfolios of **100+ residential units**. - Experience working with U.S.-based property management companies. - Working knowledge of: - HVAC systems - Plumbing - Electrical systems - General residential maintenance - Experience managing preventive maintenance programs. - Familiarity with vendor licensing, insurance, and compliance requirements. - Experience tracking maintenance SLAs and operational KPIs. - Exposure to building codes and property safety requirements. ### **What Makes You a Strong Fit** You: - Follow up until issues are actually resolved. - Can manage multiple moving work orders without losing track of details. - Understand how to prioritize urgent maintenance situations. - Communicate professionally with both tenants and contractors. - Stay calm and decisive during emergency repairs. - Hold vendors accountable while maintaining productive relationships. - Keep property management systems accurate and organized. - Proactively identify problems before they escalate. - Balance tenant experience, cost awareness, operational efficiency, and property protection. - Take ownership instead of waiting to be reminded about outstanding tasks. ### **What a Typical Day Looks Like** Your day may include: - Reviewing and prioritizing new maintenance requests. - Checking outstanding and aging work orders. - Creating and updating tickets in Yardi, AppFolio, or Buildium. - Dispatching vendors and coordinating tenant access. - Following up on repairs currently in progress. - Communicating status updates to tenants. - Escalating urgent or delayed maintenance issues. - Reviewing completed work and vendor invoices. - Confirming repairs with tenants before closing tickets. - Scheduling preventive maintenance. - Updating maintenance reports and documentation. In short: **you keep maintenance operations moving from request to resolution while ensuring tenants, vendors, and property teams stay informed and accountable.** ### **Key Metrics for Success (KPIs)** - Emergency maintenance response within established SLA targets. - Standard maintenance requests resolved within established SLA targets. - Work order resolution time. - Tenant satisfaction. - Vendor response and completion rates. - Work order documentation accuracy. - Invoice accuracy. - Preventive maintenance completion rate. - Reduction in overdue maintenance requests. - Zero avoidable safety or compliance issues. ### **Why This Role Stands Out** - Full ownership of the maintenance coordination lifecycle. - Direct impact on tenant satisfaction and property performance. - Hands-on exposure to modern property management systems. - Opportunity to manage residential property operations at scale. - Strong experience across vendor management, tenant communication, and maintenance operations. - Fully remote environment supporting U.S.-based operations. - Growth opportunities into **Senior Maintenance Coordinator, Assistant Property Manager, Property Operations Manager, Property Manager, or Portfolio Manager** roles. ### **Interview Process** 1. **Initial Application Review** 2. **Spark Hire Intro Video** 3. **Video Interview with Pavago Recruiter** 4. **Practical Assessment – Maintenance Coordination / Work Order Scenario** 5. **Client Interview** 6. **Offer & Onboarding** ### **Apply Now** If you have experience with **property maintenance coordination, work order management, vendor dispatch, and Yardi, AppFolio, or Buildium**, we’d love to hear from you. This role is ideal for someone who is highly organized, responsive, and persistent and knows how to keep **tenants informed, vendors accountable, and maintenance requests moving through completion**. ## Apply [Apply at Pavago](https://apply.workable.com/pavago/j/EAC2266441/apply) --- Powered by [Workable](https://www.workable.com)