Property Maintenance Administration Coordinator

Hrstalentsolutions; Knoxville (TN); Remote; USD 34,000 - 49,000; Full time

Job summary

The Maintenance Request Coordinator role oversees online maintenance submissions, ensuring clear issue descriptions, access preferences, and owner details. You will verify intake records, gather missing routine details, and communicate verified progress with residents while following the employer's guide.

This remote full-time position emphasizes customer service and office administration skills. You will not diagnose repairs or promise completion dates without confirmation, keeping residents

Qualifications

• Must have experience in office administration or customer service.
• Ability to communicate clearly with residents and internal teams.
• Attention to detail and record-keeping skills.

Responsibilities

• Review assigned online maintenance submissions.
• Check for required description and contact details.
• Route urgent reports under the defined process.
• Record access preferences without promising a visit.
• Check the current work-order stage.
• Share approved status updates with residents.
• Keep supporting files and correspondence linked.

Skills

Customer Service

Office Administration

Clear Communication

Job description

Maintenance Request Coordinator

A resident submits an online maintenance request, and the service team needs a clear description, access preference, and current owner. The Maintenance Request Coordinator checks the intake record, asks for missing routine details, and communicates verified progress. In this remote full-time role, customer service and office administration both matter. You will not diagnose repairs, authorize a contractor, or promise a completion date without confirmation.

From report to assignment

A message saying “it is broken” may need the item, location within the property, and available access window. Ask the permitted questions under the employer's guide. If the report suggests an immediate safety issue, follow the urgent escalation route rather than waiting for a routine form. Do not tell the resident a technician is booked when the request has only been submitted.

The online work order may move through review, assignment, scheduled visit, and completed repair. Use the verified stage in a status reply. If a contractor reports that another part is needed, record it for the service owner and send the approved update. Keep photographs and resident details in the restricted system. A clear case history helps the next colleague avoid asking the same questions again.

Responsibilities

• Review assigned online maintenance submissions.
• Check for required description and contact details.
• Route urgent reports under the defined process.
• Record access preferences without promising a visit.
• Check the current work-order stage.
• Share approved status updates with residents.
• Keep supporting files and correspondence linked.

Previous exposure to office administration or customer service can be useful, but it is optional. You should be calm with frustrated residents and careful with dates and status terms.

Full-time remote | $30 per hour. A suitable home office or comparable space supports resident records. Hours and equipment will be confirmed.

A repair that needs another visit

The work-order owner may report that a technician inspected the problem but needs a part. The resident should receive a verified update that distinguishes the completed visit from the unfinished repair. Do not mark the request complete because someone attended. Record the next responsible team and any confirmed plan for a return visit. If the person says the problem has worsened, send the new information through the appropriate escalation route.

A resident may also submit two related issues in one message. Follow the property's rules for separate work orders while keeping the correspondence linked. The service team needs a clear description of each item. Avoid copying private photographs into an open contractor thread; use the approved sharing method.

A useful maintenance case includes

• The exact issue and location reported.
• A permitted access preference or constraint.
• Any urgency flag under the employer's guide.
• The assigned work-order reference.
• Verified visit and repair stages.
• A pending customer update and its owner.

The company will train you on property categories and emergency referrals. This job involves practical, calm communication, not technical diagnosis. A resident benefits from knowing what has happened and who is responsible for the next action.

A resident may ask for an update after a contractor has visited. Check whether the work order shows inspection, repair, or completion. If the status is unclear, ask the service owner rather than telling the resident the problem was fixed. A case with an unresolved issue should remain visible even when the appointment itself is over.

Checks for this role

• Record the resident reported issue accurately.
• Check the work-order status before sending an update.
• Escalate urgent reports under the property guide.
• Keep access information in a secure field.
• Distinguish a completed visit from a completed repair.
• Leave a clear owner for an open request.