Vendor Maintenance Coordinator for Busy PM Company

Vendor Maintenance Coordinator - Job Description ** MUST HAVE PRIOR PROPERTY MGMT EXPERIENCE IN MAINTENANCE, DISPATCH OR VENDOR MANAGEMENT. PREFER EXPERIENCE IN APPFOLIO BUT NOT REQUIRED. ** Position Summary The Vendor Maintenance Coordinator is responsible for the end-to-end management of vendor-assigned maintenance work orders, ensuring timely communication, cost-effective resolutions, exceptional client service, and accurate work order completion. This role serves as the primary liaison between property owners, vendors, residents, maintenance staff, and internal departments throughout the lifecycle of a work order. The Vendor Maintenance Coordinator owns assigned work orders from creation through final payment and closure while maintaining strong vendor relationships and ensuring service standards are met. Primary Responsibilities (Perform all other duties as assigned.) Work Order Management & Ownership • Own the full lifecycle of assigned vendor work orders from creation through completion, payment, and closure • Review incoming maintenance requests and coordinate assignment to appropriate vendors • Ensure work orders are properly documented, updated, and maintained throughout the repair process • Monitor timelines, follow up proactively, and drive work orders toward resolution • Review completed work for accuracy, completeness, and compliance before closure • Ensure all required notes, invoices, photos, and supporting documentation are collected and attached to work orders Vendor Coordination & Management • Serve as the primary point of contact for vendors regarding assigned work orders • Coordinate scheduling, access, estimates, approvals, material procurement, and repair timelines • Answer vendor questions and assist with issue resolution throughout the repair process • Monitor vendor responsiveness, quality, professionalism, and performance metrics • Escalate concerns regarding vendor performance, pricing, communication, or service quality • Build and maintain positive working relationships with vendor partners Estimate Review & Approval Coordination • Review vendor estimates for completeness, scope accuracy, and cost effectiveness • Submit estimates to property owners for approval when required • Communicate repair recommendations, costs, and available options to clients in a professional and timely manner • Follow up on pending approvals to prevent unnecessary delays • Coordinate revisions, additional estimates, or supplemental approvals as needed Client & Resident Communication • Provide timely and professional communication to property owners regarding maintenance activity, approvals, updates, delays, and resolutions • Maintain proactive communication with residents regarding scheduling, vendor access, repair status, and completion • Help ensure clients feel informed, supported, and confident throughout the maintenance process • Address concerns and facilitate solutions when service issues arise Vendor Network Development & Onboarding • Assist with recruiting, onboarding, and transitioning vendors into the company vendor network • Coordinate collection of required licensing, insurance, W-9s, agreements, pricing, and vendor documentation • Support vendor orientation and training regarding company expectations and procedures • Assist with maintaining vendor records and ensuring compliance requirements remain current • Participate in vendor performance reviews and network development initiatives Cross-Department Collaboration • Work closely with Client Success, Resident Success, Leasing, Accounting, Construction, NRM, and Leadership teams to ensure seamless service delivery • Coordinate maintenance updates and escalations across departments when needed • Assist with special projects, portfolio initiatives, inspections, subsidy requirements, and client escalations • Support process improvement efforts designed to improve efficiency, communication, and client satisfaction Financial & Administrative Responsibilities • Review vendor invoices for accuracy and proper billing • Ensure invoices are submitted and processed timely • Verify work completion prior to payment approval • Monitor maintenance costs and identify opportunities for savings or efficiency improvements • Maintain accurate records, reporting, and documentation within company systems Success Metrics • Work order completion time • Client satisfaction and responsiveness • Vendor responsiveness and performance • Estimate approval turnaround time • Work order aging and backlog management • Documentation accuracy and completeness • Invoice processing accuracy • Communication quality with clients, residents, and vendors Ideal Skills & Qualifications • Strong organizational and multitasking abilities • Excellent written and verbal communication skills • Ability to manage a high volume of work orders simultaneously • Strong customer service mindset • Ability to negotiate and coordinate with vendors professionally • Detail oriented with strong follow-through • Experience in property management, maintenance coordination, facilities management, construction administration, or vendor management preferred • Ability to work collaboratively across multiple departments while maintaining ownership and accountability Send Resume to be considered.