Maintenance Coordinator Virtual Assistant – Short-Term Rental Management

About Us
Sway Vacation Rental Management is a boutique luxury short-term rental company based in Scottsdale, Arizona. We manage 40+ high-end vacation rental properties across the greater Phoenix metro area. We operate with high standards, a tight-knit team, and a strong systems-first culture. This is a long-term role with a stable, growing company.

Role Overview
We are hiring a full-time Maintenance Coordinator VA to work directly alongside our on-the-ground Maintenance Manager and report to the company founder. Your primary responsibility is to manage and balance our daily maintenance schedule in Breezeway — making sure tasks are assigned, prioritized, and completed on time across our entire property portfolio.

This is a highly detail-oriented, communication-heavy role. You will be the operational backbone of our maintenance department — keeping things organized, vendors accountable, and our team on track every single day.

Key Responsibilities
Open Breezeway each morning and audit all outstanding and upcoming maintenance tasks across the portfolio
Assign, reassign, and balance the daily workload for our full-time handyman and maintenance staff based on priority, location, and urgency
Create, update, and close work orders in Breezeway with accurate notes and status updates
Communicate with our on-site Maintenance Manager throughout the day to coordinate scheduling and flag urgent issues
Follow up with vendors and contractors on open work orders to ensure timely completion
Track recurring maintenance tasks (pool service, pest control, landscaping, etc.) and ensure nothing falls through the cracks
Escalate urgent property issues to the appropriate tea ---------- mber immediately
Maintain organized records of completed work, vendor contacts, and property-specific notes
Assist with guest-reported maintenance issues — documenting, triaging, and routing to the right person
Support the team with administrative tasks related to maintenance operations as needed

Requirements
Minimum 2 years of experience in a coordination, operations, or administrative role — property management or real estate experience strongly preferred
Comfortable working in Breezeway or a similar property/task management platform (training provided)
Excellent written and spoken English — you will communicate daily with US-based tea ---------- mbers
Strong organizational skills and a proactive, detail-oriented mindset
Reliable high-speed internet connection and a quiet, dedicated work environment
Ability to work Monday–Friday, 7:00 AM – 3:00 PM Arizona Time (MST) — this schedule is firm
Self-starter who takes ownership, follows through, and doesn’t need to be micromanaged

Bonus (Nice to Have)
Prior experience with Airbnb, VRBO, or short-term rental management
Familiarity with Google Workspace (Gmail, Sheets, Drive)
Experience coordinating with field technicians, contractors, or vendors

What We Offer
Full-time, stable long-term employment with a growing company
Competitive pay: $7–$9/hr USD based on experience (˜$1,120–$1,440/month)
13th-month bonus (paid in December) for strong performers
Consistent schedule
A supportive team that invests in clear processes and good systems
Direct access to company leadership — your work matters and is noticed

How to Apply
Please apply with the following:
Your updated resume
A 2–3 sentence summary of any property management, real estate, or maintenance coordination experience you have
Confirmation that you can work Monday–Friday, 7 AM–3 PM Arizona Time (MST)