Part-Time Virtual Assistant (Maintenance Coordinator)

Position Type: Part-Time Virtual Assistant
Schedule: Approximately 20–25 hours per week
Location: Remote

About Us

We are a growing property management team seeking a highly organized and proactive Maintenance Coordinator to support our maintenance operations. This role is responsible for ensuring maintenance requests, repairs, and turnover projects move efficiently from assignment through completion by coordinating vendors, obtaining estimates, tracking progress, and maintaining consistent follow-up.

Important

This position requires frequent phone communication with vendors and contractors. Candidates must be comfortable making outbound calls throughout the day using the company's phone system and possess strong verbal communication, follow-up, and problem-solving skills.

Primary Responsibilities
Work Order Management
- Monitor assigned maintenance work orders after assignment through completion.
- Verify that vendors have scheduled repairs with residents in a timely manner.
- Follow up on unscheduled, delayed, or aging work orders.
- Ensure vendors provide updates, invoices, photos, and completion details as required.
- Maintain accurate work order notes and documentation within company systems.
- Review open work orders weekly and proactively identify items requiring follow-up or escalation.

Vendor Coordination
- Communicate with vendors regarding scheduling, estimates, repair status, and completion timelines.
- Make frequent outbound phone calls to vendors to obtain updates, coordinate scheduling, request estimates, and resolve delays.
- Utilize the company's phone system to communicate professionally with vendors and service providers.
- Follow up consistently to ensure repairs remain on track.
- Build and maintain positive relationships with company vendors.
- Escalate unresolved maintenance concerns to management.

Estimates & Owner Approvals
- Obtain estimates and bids for maintenance projects.
- Prepare owner approval requests with supporting information.
- Track pending approvals and follow up as needed.
- Coordinate approved repairs with vendors and monitor progress through completion.

Turnover Coordination
- Coordinate turnover projects between resident move-out and move-in.
- Obtain and compare vendor bids for turnover work.
- Submit turnover estimates for owner approval.
- Schedule approved work with vendors.
- Follow up weekly on active turnover projects and provide status updates.
- Help ensure turnover projects are completed on schedule and ready for leasing.

Maintenance Reporting
- Monitor work order aging and completion timelines.
- Assist with maintenance reporting and project tracking.
- Identify bottlenecks and communicate concerns before delays impact residents or property owners.
- Support company goals for response times, completion rates, and resident satisfaction.

Qualifications
- Excellent verbal and written communication skills.
- Strong professional phone presence and confidence speaking with vendors and contractors.
- Comfortable making frequent outbound calls throughout the workday.
- Ability to communicate clearly, professionally, and persistently when following up on outstanding items.
- Excellent organizational and time management skills.
- Ability to manage multiple projects simultaneously.
- Strong attention to detail and follow-through.
- Ability to work independently and prioritize tasks effectively.
- Reliable internet connection, computer, and quiet work environment suitable for professional phone calls.

Preferred Qualifications
- Previous experience in property management, maintenance coordination, project coordination, or vendor management.
- Experience with AppFolio or similar property management software.
- Experience coordinating contractors, service providers, or repair projects.