Maintenance Coordinator

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Green Ocean Property Management

WebsiteLinkedInAll Job Openings

11 - 50 employees

🏠 Real Estate

🤝 B2B

🏢 Enterprise

Real Estate • B2B • Enterprise

Green Ocean Property Management is a full-service property management company based in Greater Boston. With over 40 years of experience, they offer proactive property management solutions that aim to prevent problems before they arise. Their services include tenant screening, lease management, property maintenance, and financial reporting, emphasizing clear communication and personal service to each client. They also provide specialized services such as investment property and condo association management, ensuring expert handling of all property needs. The company is known for building strong relationships with reliable vendors to ensure quality maintenance work and offers 24/7 service to address any property management challenges promptly.

📋 Description

• 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).

🎯 Requirements

• Fluent in English and Spanish language • Maintenance coordinating experience in a US Property Management company is a must • Knowledgeable in construction engineering is a plus • Has excellent problem solving skill • Good communication skills in English • Outstanding skills in organizing schedules • Experience with property management software Buildium/Property Meld is a plus • Self-driven and can work with little supervision • Extremely organized and can work in a constantly changing and fast past environment • Want to have a stable career with endless potential for learning and growth • Able to work on EST Business hours