Property Management Maintenance Coordinator

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Located in Fort Myers, FL

Salary: $25hr

Title: Property Management Maintenance Coordinator

Reports To: Director of Property Management
Hours: Monday–Friday, 8:00 AM – 5:00 PM
Pay Rate: $25/hr
On Call: Company cell phone provided (after-hours on-call rotation)

Position Summary

The Property Management Maintenance Coordinator is responsible for overseeing all maintenance-related operations for a portfolio of residential and commercial rental properties. This role serves as the primary point of contact between tenants, owners, vendors, and internal staff for work orders, inspections, unit turnovers, and invoicing.

This position requires prior experience in property management maintenance coordination with strong apartment inspection experience (must have), along with familiarity in owner approvals, tenant communication, vendor scheduling, inspections, and security deposit processes.

The role includes conducting detailed unit inspections to determine deficiencies, obtaining repair estimates, and determining whether costs are tenant or owner responsibility. Accurate documentation, timely reporting, and thorough oversight of vendor work are essential.

Core Responsibilities

Work Order Management

  • Accept, create, and coordinate all maintenance service requests
  • Assign work orders to approved subcontractors
  • Obtain estimates and coordinate key pickups/returns
  • Communicate with owners for repair approvals and funding authorization
  • Prepare work orders/contracts upon approval
  • Schedule vendors and monitor work through completion
  • Update system notes, photos, and completion status
  • Inspect major repairs, renovations, and capital projects
  • Approve vendor invoices and submit to accounting
  • Follow up with tenants to confirm satisfaction
  • Manage outstanding work orders and ensure timely resolution
  • Maintain master vendor/subcontractor list
  • Reconcile estimates vs. actual costs and report variances

Move-Out Inspections, Listings & Security Deposits

  • Prepare and conduct move-out inspections with photos
  • Complete move-out assessment forms
  • Prepare reconditioning estimates for owners
  • Issue tenant charge notices via certified mail
  • Track statutory timelines for security deposit disbursement (15–30 days)
  • Submit deposit disposition forms to accounting
  • Respond to tenant disputes in writing within required timelines
  • Handle tenant calls regarding move-out charges
  • Install lockboxes as needed
  • Organize inspection photos and documentation
  • Prepare owner summaries for renewals

Market-Ready Units / Turnovers

  • Obtain owner approval and funding prior to work
  • Schedule and manage all turnover repairs
  • Conduct market-ready inspections upon completion
  • Upload inspection forms and photos for leasing use
  • Notify leasing team when units are ready
  • Inspect vendor work for quality and accuracy
  • Approve turnover-related invoices

Renewal Inspections

  • Coordinate inspection scheduling with administrative staff
  • Conduct apartment and property inspections (required property inspection experience)
  • Upload photos and complete inspection reports
  • Deliver reports to owners

Invoice Processing

  • Review and approve vendor invoices
  • Submit invoices to Director for final approval

Phone & On-Call Management

  • Manage dedicated maintenance phone line
  • Prioritize emergency maintenance requests
  • Participate in after-hours on-call rotation

Commercial Property Inspections

  • Conduct bi-weekly inspections of commercial properties
  • Complete inspection checklists and photo documentation
  • Submit reports to property owners

Miscellaneous Duties

  • Maintain accountability for keys and lockboxes
  • Support property management operations as needed
  • Use personal vehicle for daily property inspections

Required Qualifications

  • Minimum 2–3 years of experience in property management maintenance coordination (references required)
  • Strong apartment inspection experience (must have)
  • Experience working with owners, tenants, and vendors
  • Knowledge of Florida landlord-tenant laws, deposit timelines, and inspections
  • Strong understanding of unit turnovers and reconditioning estimates
  • Experience with property management software (AppFolio preferred)
  • Ability to interpret vendor estimates and invoices
  • Strong organizational and communication skills
  • Ability to manage high-volume, time-sensitive work orders

Preferred Qualifications

  • Florida property management or real estate background
  • Experience with residential and light commercial portfolios
  • Familiarity with vendor contracts and capital projects
  • Prior experience coordinating inspections and renewals

Express Office: Fort Myers (Northeast Corridor)
7370 College Parkway
Suite 304
Fort Myers, FL 33907
Email us
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