Maintenance Coordinator

Revaya; Philippines; On-site; PHP 3,073,000 - 4,609,000; Full time

Job summary

Revaya seeks a detail-oriented Maintenance Coordinator to oversee work order management for a portfolio of multifamily properties. You will track requests from intake to completion, ensuring accurate documentation and timely service.

You will collaborate with the Regional Property Manager, onsite technicians, residents, and vendors, leveraging AppFolio to optimize maintenance workflows and improve resident satisfaction.

Qualifications

• Two years of property maintenance coordination experience with U.S. property management companies; multifamily residential experience preferred.
• Hands-on experience using AppFolio for work order management and maintenance coordination.
• Strong understanding of U.S. property management maintenance workflows, including repairs, work orders, vendor coordination, and unit turns.

Responsibilities

• Oversee Work Order Management & Tracking across multiple properties; audit and clean backlog.
• Review new work orders daily in AppFolio; acknowledge resident requests and assign tasks.
• Prepare and distribute daily work order assignments to technicians and vendors; monitor progress.
• Track 15–20 work orders per day; follow up on overdue items and resolve delays to ensure timely completion.
• Coordinate multi-step maintenance jobs including parts orders and return visits; ensure all steps are completed.
• Close work orders only after completion is confirmed and notes are recorded; coordinate unit turns with onsite teams.

Skills

Property maintenance coordination

English communication

Attention to detail

Time management

Multi-tasking

Tools

AppFolio

Job description

We are seeking a detail-oriented and proactive Maintenance Coordinator to oversee work order management and maintenance coordination for a portfolio of multifamily residential properties. In this role, you will manage the maintenance workflow from the initial resident request through completion and follow-up, ensuring that work orders are properly assigned, tracked, documented, and closed only after the work is completed.

You will work closely with the Regional Property Manager, onsite maintenance technicians, residents, and vendors to monitor progress, coordinate repairs, manage outstanding work orders, and maintain clear visibility into maintenance operations across multiple properties. The ideal candidate has hands‑on experience with U.S. property management operations, strong proficiency in AppFolio, and excellent organizational and communication skills. This role requires consistent follow‑through, attention to detail, and the ability to manage multiple work orders while ensuring timely service and resident satisfaction.

Key Responsibilities:

• Work Order Management & Tracking
• Audit existing open work orders across assigned properties, verify their status, resolve outdated or invalid entries, and establish an accurate backlog.
• Review new work orders in AppFolio daily, acknowledge resident requests, and assign tasks to the appropriate maintenance technicians or vendors.
• Prepare and distribute daily work order assignments to technicians and track progress against assigned tasks.
• Monitor approximately 15–20 work orders per day across multiple properties, following up on overdue items and resolving delays to ensure timely completion.
• Coordinate multi‑step maintenance jobs, including parts orders, return visits, and repairs requiring multiple stages of work.
• Ensure work orders are closed only after completion is confirmed and the necessary notes are recorded.
• Coordinate and track unit turn maintenance activities with onsite teams to help ensure units are ready on schedule.
• Dispatch approved vendors within established spending limits and escalated expenses exceeding authorized thresholds to management.
• Request and collect vendor bids as needed, following management's guidelines and approval procedures.
• Collect vendor invoices, match them to the corresponding work orders, and submit them to accounting promptly.
• Follow up on after‑hours emergency work orders the next business day to confirm completion and document any overtime for management review.
• Resident Communication & Service
• Contact residents by phone or text after completed work orders to confirm satisfaction and identify unresolved concerns.
• Communicate maintenance updates, service arrangements, and follow‑up requirements clearly and professionally using the client's designated VoIP phone and messaging system.
• Escalate resident concerns, unresolved service issues, and recurring maintenance problems to the appropriate manager.
• Reporting & Administrative Support
• Prepare daily and weekly reports on open, assigned, overdue, and completed work orders by property and technician, including productivity trends and outstanding issues.
• Maintain accurate records of vendor activity, invoices, and follow‑up actions using AppFolio and other relevant systems.
• Use email and Google Workspace or Microsoft Office tools to communicate with stakeholders, prepare reports, and support administrative tasks.
• Identify opportunities to improve maintenance tracking, documentation, and coordination processes.

Required Skills & Qualifications:

• At least two years of property maintenance coordination experience with U.S. property management companies; multifamily residential experience is strongly preferred.
• Hands‑on experience using AppFolio for work order management and property maintenance coordination is required.
• Strong understanding of U.S. property management maintenance workflows, including repairs, work orders, vendor coordination, and unit turns.
• Experience coordinating with onsite maintenance technicians and external vendors, monitoring task completion, and ensuring accountability.
• Ability to manage multiple work orders across several properties, prioritize urgent requests, and follow through consistently.
• Excellent written and verbal English communication skills for interacting with residents, vendors, technicians, and property management teams.
• Strong attention to detail and ability to maintain accurate documentation, identify discrepancies, and elevate unresolved issues appropriately.
• Experience coordinating vendor bids, reviewing invoices against work orders, and following established spending limits and approval procedures.
• Proficiency in phone and text communication, email, and Google Workspace or Microsoft Office tools.
• Ability to work independently and maintain a resident‑focused approach to maintenance coordination and service resolution.

Note: An NBI or police clearance will be required upon acceptance of the job offer.