Maintenance Coordination Supervisor

Heartwood manages 200 short-term and long-term rental properties. We're hiring a Supervisor to lead our small Maintenance Coordination Team — two Coordinators today, with room to grow. You'll be accountable for the team's day-to-day performance: making sure work orders move, vendors deliver, and nothing falls through the cracks. Reporting & Team • Supervises: Maintenance Coordination Team (2 Coordinators today; rotating coverage 8 AM – Midnight ET, 7 days/week). • Works closely with: in-house Maintenance Technicians, Housekeeping leadership, Property Managers, and third-party vendors. What You'll Do • Manage the Coordinator schedule to ensure full coverage across the 8 AM – Midnight ET window, 7 days a week. • Run a daily review of URGENT and HIGH work orders with the team; ensure each has a documented next step and owner. • Coach the Coordinators on task quality, communication tone, and operational discipline. • Own backlog health — aging tasks, recurring issues, vendor wait times, and repeat repairs. • Manage vendor relationships: approve estimates within the standing threshold, onboard new vendors, address performance issues, and maintain the preferred vendor directory. • Spot-check vendor closeouts and review weekly billing accuracy per Heartwood's Work Order Guidelines. • Interface with Property Managers, Guest Services, and Housekeeping leadership on cross-functional issues. • Maintain and evolve the Coordinator SOPs; onboard new Coordinators as the team grows. • Step in to cover Coordinator shifts personally when staffing gaps occur. • Escalate on owner-impact decisions, major safety events, and items over the approval threshold. What We're Looking For • 5+ years in property management and maintenance coordination • Experience supervising a small remote or VA team. • Strong written and spoken English — clear, professional, friendly. • Demonstrated experience managing third-party vendors (scheduling, accountability, invoice review). • Comfort with maintenance management software; Breezeway experience is a strong plus. • High attention to detail, calm under pressure, reliable internet, and availability for US business hours and on-call rotation.