Maintenance Coordinator (Bilingual: Spanish/English)

Rocket Station, LLC

Manila

Remote

PHP 350,000 - 520,000

Full time

4 days ago

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Job summary

Rocket Station, LLC is seeking a Bilingual Maintenance Coordinator to organize and advance the daily operations of a property management maintenance department. You will monitor work orders, coordinate schedules and vendors, track labor and billable hours, review budgets, and provide daily operational reports to management.

You’ll serve as a key communication link between management and the maintenance team to ensure time documentation, timely attention to urgent requests, and clear visibility

Qualifications

Professional bilingual proficiency in English and Spanish, with ability to communicate clearly with technicians, vendors, management, and stakeholders.

Responsibilities

Coordinate maintenance operations and support day-to-day activities for the maintenance team.
Review and update work orders, schedules, and priorities in the property-management systems.
Monitor emergency maintenance coordination and ensure timely escalation and communication.
Track labor hours and billable time, ensuring accurate time entries and descriptions.
Prepare and circulate daily operational reports with budget and performance insights.
Coordinate with vendors and technicians on scheduling, service delivery, and documentation.
Audit work orders and time entries for completeness, accuracy, and compliance.
Support budgeting reviews and identify discrepancies or potential overruns.

Skills

Bilingual English/Spanish

Excellent communication

Strong organizational skills

Time-management

Attention to data accuracy

Reporting proficiency

Tools

AppFolio

Entrata

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Zoom

RingCentral

iMessage

ShareFile

Premier

Payroll management systems

Mosyle

Samsara

Timero

Job description

ABOUT THE ROLE

As a Bilingual Maintenance Coordinator, you'll keep the daily operations of a property management maintenance department organized, accurate, and moving forward. You'll monitor work orders, coordinate schedules and vendors, track labor and billable hours, review budgets, conduct system audits, and provide daily operational reports to management.

You'll serve as a key communication link between management and the maintenance team, helping ensure technicians document their time and work properly, urgent requests get timely attention, completed work orders are closed promptly, and management has clear visibility into labor, budgets, and maintenance activity.

If you communicate professionally in both English and Spanish, have strong coordination and administrative skills, are comfortable working with numbers and spreadsheets, and can manage multiple time-sensitive responsibilities with minimal supervision, you'll thrive in this role. Technician-level repairs are not part of the job.

WHAT YOU'LL DO

Maintenance operations coordination
- Support the maintenance team and designated team lead with day-to-day operations
- Coordinate maintenance activities, schedules, technicians, vendors, and work-order priorities
- Follow up on outstanding tasks, relay information between management and the maintenance team, and elevate operational issues
- Keep information accurate across designated maintenance and property-management systems
Work order management
- Review the property-management system daily for open work orders and monitor their status
- Identify emergency work orders pending for two or more days and elevate them per established procedures
- Verify completed work orders are closed promptly and contain accurate, complete information
- Follow up with team members on missing updates, work descriptions, time entries, or completion details
Emergency maintenance coordination
- Answer incoming calls for emergency maintenance requests and accurately document the concern
- Follow established emergency procedures and coordinate with technicians, vendors, management, or other designated contacts
- Monitor outstanding emergency requests and elevate when necessary
Scheduling and coordination
- Coordinate maintenance appointments and work schedules, and communicate them to technicians, vendors, and stakeholders
- Help manage changing priorities and scheduling conflicts
- Follow up on scheduled work to confirm completion or identify further action, and keep systems and stakeholders updated on status changes
Labor hours and billable time tracking
- Track maintenance department labor hours daily and verify all team members have logged their time
- Track billable hours and monitor required billable-time percentages per established procedures
- Review work descriptions and flag missing, incomplete, inconsistent, or potentially inaccurate entries
- Follow up on corrections and send labor-hour tracking information to management
Daily management reporting
- Prepare and send a daily operational report covering time-logging confirmation, billable-time performance against requirements, and actual billable percentage
- Include labor or work that may exceed budget, open or delayed work orders, emergency work orders needing escalation, and other exceptions found during the daily review
- Keep reports accurate, organized, and easy for management to review
Budget monitoring and assessment
- Review maintenance budgets for accuracy and compare maintenance activity against budget expectations
- Identify discrepancies, overages, or items needing clarification, and monitor whether labor or activity is trending over budget
Vendor coordination
- Communicate and coordinate with maintenance vendors, including scheduling services and providing work-order or scheduling details
- Follow up on outstanding vendor work, maintain accurate vendor activity records, and update internal stakeholders
- Escalate delays, service concerns, or other issues when necessary
System and maintenance audits
- Conduct routine audits of work orders, time entries, work descriptions, and related documentation
- Audit technician work records against company standards and procedures
- Identify missing information, inconsistencies, overdue items, or process gaps, follow up on corrections, and report significant or recurring issues to management
Perform other tasks at the direction of leadership
Other duties as assigned

You’ll Also Be Expected To:

Adhere to established processes and escalation procedures
Adhere to internal controls, Core Values, Company Promises, and Service Level Commitments
Complete recurring daily responsibilities reliably and with minimal supervision

TOOLS YOU'LL USE

AppFolio
Entrata
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Zoom
RingCentral
iMessage
ShareFile
Premier
Payroll management systems
Mosyle
Samsara
Timero
Other property-management, maintenance, communication, and operational systems as required

You don't need experience with every platform listed, but you should have strong technology aptitude and the ability to learn new systems quickly.

WHAT WE'RE LOOKING FOR

Excellent written and verbal communication skills
Previous experience in maintenance coordination, property management, facilities coordination, work-order administration, operations coordination, or a closely related role
Experience coordinating schedules, service requests, vendors, field personnel, or operational workflows
Strong organizational and time-management skills, with the ability to manage multiple active work orders and prioritize urgent requests
Strong attention to detail and data accuracy; comfortable reviewing labor hours, percentages, budgets, and operational information
Ability to prepare clear and accurate reports
Proficient in Microsoft Office, especially Excel, Outlook, and Word
Tech-savvy and comfortable working across multiple software platforms
Self-starter with reliable follow-through who recognizes when something is missing, overdue, inaccurate, over budget, or needs escalation
Adaptable to change
Experience with AppFolio or Entrata, vendor coordination, technician scheduling, emergency maintenance coordination, or budget tracking is a plus
Familiarity with maintenance terminology and common building systems (such as HVAC and plumbing) is an advantage

Required Preference (Non-negotiable):

Professional bilingual proficiency in English and Spanish, with the ability to communicate clearly with technicians, vendors, management, and other stakeholders

Technical Requirements

To deliver exceptional work remotely, you'll need: