Role Overview
We're seeking a highly organized and proactive Maintenance Operations Coordinator to manage high-volume maintenance workflows across our property portfolio.
This role is responsible for processing work orders, coordinating with vendors and tenants, obtaining approvals, and ensuring repairs are completed efficiently and on schedule.
The idóneo candidate thrives in fast-paced environments, manages large task queues with precision, and consistently follows through until issues are resolved.
Key Responsibilities
Work Order Processing
Review and process incoming maintenance work orders
Assign approved work orders to appropriate vendors
Maintain accurate records within the property management system
Owner Approval Coordination
Request owner approvals for budget increases or additional repair costs
Clearly communicate project details and cost adjustments
Track approval status to avoid delays in maintenance progress
Follow up with tenants regarding maintenance updates and scheduling
Notify vendors when work orders are approved
Maintain consistent communication until repairs are completed
Consult with the maintenance supervisor to obtain vendor bids when required




Review estimates and ensure competitive pricing and scope clarity
Track submitted bids and assist in vendor selection
Work Order Completion Management
Manage a queue of over 2,000 approved work orders
Track time to completion and vendor performance
Identify and resolve work orders not completed within 15 days
Escalate unresolved issues when necessary to ensure timely resolution
Who This Role Is For
This role is ideal for someone who:
Works well under pressure while managing a large workload
Pays strong attention to detail when tracking maintenance progress
Communicates effectively with tenants, vendors, and internal teams
Takes ownership of tasks until they are fully completed
Enjoys creating systems to manage high-volume operational workflows
Core Characteristics We Value
Self-Motivated – Works with enthusiasm and drive without constant supervision
Creative Problem-Solver – Able to think through challenges and identify practical solutions
Organized & Meticulous – Maintains structured systems to manage large volumes of work orders
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📌 Maintenance Coordinator (Xico)
🏢 Vpm Solutions
📍 Xico