Maintenance Coordinator (with property management experience)

RemoteRaven; Manila; Remote; PHP 580,000 - 826,000; Full time

Benefits offered by this job

Up to $8/hour

100% remote work

Full-time role

Job summary

Remote Raven is seeking a Maintenance Coordinator with property management experience for a fully remote role in the US. The job focuses on coordinating work orders, dispatching internal technicians, and communicating with property managers to keep high-priority repairs on schedule.

The role requires 3+ years in related coordination, strong English communication, and proficiency with Excel/Sheets and job management software.

Qualifications

• Experience: 3+ years in project coordination, vendor coordination, or property management coordination (maintenance/work orders/restoration).
• Technical & Habitability: ability to evaluate work orders and schedule internal tech/field crews.
• Basic Excel knowledge: data entry, updating rows, sorting lists.
• Office Suite proficiency: Word, Outlook, Teams core daily tools.
• Job management software: familiarity with dispatch or property management platforms.
• Language & communication: excellent English, written and spoken.
• Speed & precision: fast work under pressure with accuracy.
• Self-starter: proactive in addressing bottlenecks.

Responsibilities

• Coordinate work orders and schedule technicians/field crews based on urgency and availability.
• Communicate with property managers and clients to provide status updates and timelines.
• Maintain basic job logs in Excel/Sheets and update tracking sheets.
• Use MS Office & core software daily to document and report progress.
• Manage high volumes of orders and prioritize emergencies vs. routine inspections.

Skills

Project coordination

Vendor coordination

English communication

Multitasking

Problem solving

Education

No degree specified

Tools

Microsoft Excel

Google Sheets

Job management software

Hubstaff

Microsoft Outlook

Microsoft Teams

Job description

Maintenance Coordinator (with property management experience) | Remote

Full-Time | Remote | Up to USD $8/hour

About the Role

Our client is a commercial-only property restoration company serving property managers, building engineers, general contractors, and facility managers across the Phoenix and Tucson markets in Arizona. They handle water damage restoration, mold remediation, asbestos abatement, biohazard cleanup, and fire and smoke damage restoration, with 24/7/365 emergency response and a two-hour on-site commitment. Their work is concentrated in occupied buildings, which means every job has to move fast without disrupting the tenants and businesses still operating inside.

They are hiring a Maintenance Coordinator (with property management experience) to hold the operational and dispatch picture together. This is the person who coordinates work orders directly to the internal technician team, fields commercial client and property manager inquiries, and drives the communication that keeps work orders moving on schedule. It is a fast, high-volume, detail-heavy seat, and it is the seat the rest of the team relies on to know where things actually stand.

You will report into the operations side of the business and work alongside internal technician teams, field crews, property managers, and commercial building owners. The role is fully remote.

Key Responsibilities

Work Order Coordination & Tech Scheduling

• Internal Tech Dispatch: Receive, schedule, and assign incoming work orders directly to internal technicians and field crews based on urgency, scope, and technician availability.

• Habitability & High-Priority Management: Identify critical habitability concerns and high-priority emergency work orders (e.g., active water intrusion, hazardous leaks, biohazard, fire/smoke, containment issues) and fast-track their scheduling to maintain strict compliance and fast response standards.

• Work Order Tracking: Monitor open work orders in real-time, ensure technicians hit daily milestones, track estimated completion dates, and proactively resolve schedule conflicts before they cause delays.

Property Manager & Client Communication - Inquiries, Calls & Email

• Poperty Management Point of Contact: Act as the primary operational link for commercial property owners and property managers submitting new work orders or inquiring about ongoing jobs

• Inbound Inquiries & Estimates: Rapidly respond to inbound emails and calls regarding work order statuses, timeline estimates on when a job will be completed, and general job cost/scope estimate inquiries

• Proactive Outbound Updates: Make outbound calls to property managers, building engineers, and internal technicians to gather status updates, confirm scheduling windows, and resolve open items before being asked.

• Relentless Follow-Up: Follow up consistently on pending items, technician site check-ins, and client approvals to ensure no work order stalls.

• Professional Communication: Deliver clear, fast, and professional verbal and written English across all communications, serving as a direct reflection of the company's commitment to service.

Spreadsheet Management

• Work Order Logs: Input, update, and maintain basic job and work order tracking sheets using Microsoft Excel or Google Sheets (data entry, updating statuses, sorting rows, and basic organization).

• Self-Auditing: Audit your own entries for basic data accuracy before distributing updates or reports

Microsoft Office Suite & Software Operations

• Work confidently and efficiently across the core Microsoft Office Suite-Word, Outlook, and Teams are daily tools.

• Maintain accurate records across both the company’s internal job management platform and basic tracking sheets

Multitasking & Prioritization

• Manage a high volume of concurrent work orders, emails, and phone calls without compromising accuracy or response speed.

• Prioritize aggressively-know what is a critical emergency affecting habitability versus a routine inspection, and adjust technician schedules accordingly

• Flag operational roadblocks or delayed work orders immediately so management can intervene early

Required Requirements

• Experience: 3 or more years of project coordination, vendor coordination, or property management coordination experience (handling property maintenance, work orders, or restoration jobs). This is a hard requirement.

• Technical & Habitability Expertise: Demonstrated experience evaluating work orders, recognizing high-priority habitability issues, and directly scheduling internal tech/field crews to execute repairs.

• Basic Microsoft Excel Knowledge: Comfortable entering data, updating rows, sorting lists, and navigating standard spreadsheets. (Advanced formula building is not required)

• Full Microsoft Office Suite Proficiency: Word, Outlook, and Teams are core parts of the daily workflow

• Job Management Software: Experience using job management, property management, or maintenance dispatch software. Training on this company's specific platform is provided, but fast software adoption is required

• Language & Communication: Exceptional English communication skills, both written and spoken. You will interact regularly with US commercial property managers, building owners, and technicians

• Speed & Precision: Ability to work fast under pressure while maintaining error-free accuracy

• Self-Starter Mentality: Proactive problem solver who identifies scheduling or communication bottlenecks and addresses them immediately without waiting for direction.

Preferred Requirements

None of the following are required, but each will shorten your onboarding ramp:

• Direct experience in property restoration (water damage mitigation, mold remediation, fire/smoke, asbestos abatement, or biohazard cleanup) or commercial property management maintenance operations

• Experience as a Vendor Coordinator or Property Management Coordinator in a commercial or multi-family housing environment

• Hands-on use of a restoration or work order job management platform such as Albi, DASH, PSA, Restoration Manager, Xactimate, JobNimbus, Yardi, RealPage, AppFolio, Procore, or Buildertrend

• Experience coordinating work inside occupied commercial buildings where tenant access windows and after-hours work scheduling are critical

• A proven track record working a shift aligned to US business hours

Tools & Software

• Job/Work Order Management System: Primary system of record for dispatch and job tracking (training provided)

• Microsoft Excel / Google Sheets (Basic): Used for maintaining basic work order logs and tracking

• Microsoft Outlook, Word, and Teams: Daily communication, dispatch confirmation, and collaboration

• Hubstaff: Time tracking

What Makes You a Great Fit

• You review the work order queue first thing on your shift and immediately know which technicians need to go where, without needing to be told.

• You treat property manager inquiry emails with urgency and give clear, realistic timelines on work order completions.

• You know how to triage a high-priority habitability issue and pivot technician schedules on short notice.

• Your logs are clean, accurate, and updated in real-time.

• Property managers feel confident when they speak with you because you are clear, knowledgeable, and responsive.

• You would rather make the proactive update call now than explain a delay later.

This Role Is Not a Fit If

• You are slow to respond to emails, messages, or phone calls.

• You struggle to determine which work order takes priority when multiple requests come in at once.

• You need step-by-step instructions before scheduling or following up on routine maintenance requests.

• You make data entry mistakes in work orders or logs and do not catch them yourself.

• You are uncomfortable making a high volume of coordination calls to internal technicians and external property managers.

What We Offer

• Up to $8/hour

• 100% remote work

• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

Please Note:
This job post is intended to outline the general scope of the role and may not include all responsibilities or qualifications.

Data Privacy Statement

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Interview Notice

Initial screening calls are conducted in the US Mountain Standard Time (MST) zone, with available interview windows between 3:00 AM and 1:00 PM MST. We sincerely appreciate the flexibility of candidates across different time zones and will make every effort to schedule a time that works for you.

Application Update

Due to the high volume of applications we receive, we are only able to contact candidates whose qualifications closely match the requirements of the role.

If you do not hear from us within 10 days, please know that we truly appreciate your interest and encourage you to apply for future opportunities that may be a better fit.

Thank you for considering Remote Raven, and we wish you all the best in your job search.