Job Title:
Maintenance Coordinator (Vendor Relations)
Position Overview
We are seeking a highly organized and proactive Maintenance Coordinator to oversee vendor coordination, manage maintenance workflows, and serve as a key communication link between our team and property owners.
This role is critical to ensuring that all maintenance tasks are executed efficiently, documented properly, and communicated clearly—protecting both the guest experience and the owner’s asset.
Key Responsibilities
Vendor Coordination & Management
- Schedule, dispatch, and oversee vendors across multiple properties (plumbing, HVAC, electrical, pool, etc.)
- Source and onboard new vendors as needed
- Ensure vendors meet quality, timeline, and pricing expectations
- Review invoices for accuracy and alignment with scope of work
- Maintain strong vendor relationships and accountability standards
Maintenance Task Management
- Coordinate and track all maintenance requests from start to completion
- Prioritize tasks based on urgency, guest impact, and owner expectations
- Ensure all work is properly documented (photos, notes, invoices)
- Follow internal systems and processes (if it’s not documented, it didn’t happen)
Owner Communication
- Provide clear, professional updates to owners regarding maintenance issues, timelines, and costs
- Present repair options and recommendations when applicable
- Ensure transparency and proactive communication at all times
- Build trust through consistent follow-through and attention to detail
Internal Coordination
- Work closely with Guest Services, Operations, and Field Teams
- Ensure maintenance issues are resolved quickly to minimize guest disruption
- Assist in creating and improving maintenance processes and SOPs
Qualifications
- 2+ years of experience in property management, maintenance coordination, or similar role
- Strong organizational and multitasking skills
- Excellent communication skills (written and verbal)
- Ability to manage multiple priorities in a fast-paced environment
- Experience working with vendors and service providers
- Detail-oriented with a strong sense of accountability
Preferred:
- Experience in short-term rentals or hospitality
- Familiarity with systems like Breezeway, Streamline, AppFolio, etc.
What We’re Looking For
- Someone who takes ownership and follows through
- Strong problem-solver who can think ahead and anticipate needs
- High attention to detail — nothing slips through the cracks
- Ability to balance urgency with quality and cost control
- Professional, polished communication with owners and vendors
Why Join Us
- Work with a growing, high-performing property management team
- Be part of a fast-paced, solution-oriented environment
- Opportunity to build structure and make a real operational impact
Pay: $24.00 - $30.00 per hour
Benefits:
Work Location: In person
