Maintenance Coordinator

Job Description

Reports to:

Senior Maintenance Manager

Division:

PSB

Department:

Maintenance

Status:

Full-Time, EST Business Hours

Location and Work Setup:

Remote

About Us:

PSB (Pro Services Boston) and Green Ocean Property Management are integrated maintenance + property management teams serving the Greater Boston market. We manage multifamily, single-family, and HOA assets and run an in-house service operation focused on speed, quality, and clear communication.

Role Overview:

The Maintenance Coordinator is the command center for all work orders: intake, triage, scheduling, vendor coordination, tenant communications, and close-out. You’ll prioritize urgent issues, keep preventive maintenance on cadence, and drive down cycle times. This is a performance role with clear SLAs, daily accountability rhythms, and growth into senior coordination/ops leadership.

Core Responsibilities:
- Work Order Intake & Triage
- 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).
- Scheduling & Dispatch
- 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.
- Vendor Management
- 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.
- Tenant & Owner Communication
- Provide clear ETAs, prep steps (water shutoff, clearing access), and progress updates.
- Set expectations for parts lead t

📌 Maintenance Coordinator (México)
🏢 Green Ocean Property Management
📍 México