Remote Maintenance Coordinator (Proficient with Buildium)

We are currently looking for a Remote Maintenance Coordinator who is proficient with Buildium or AppFolio to join our growing organization and undertake the following tasks:

We’re seeking a highly organized, detail-oriented, and collaborative individual who can support our real estate team, primarily through management and coordination of maintenance and repair activities across the properties of one of our clients.

Primary Task Areas

· Create maintenance work orders and tasks from various input channels, including emails, WhatsApp channels, text messages, phone calls, etc.

· Schedule and coordinate vendors and maintenance technicians for specific work orders and repairs

· Get quotes for work as required

· Communicate with and obtain owner approval for maintenance and repairs as necessary

· Communicate and coordinate work with occupants and tenants

· Follow up with contractors and vendors to ensure work is progressing and completed on time.

· Update work orders in Buildium and other company systems to reflect notes, appropriate assignments, status, and resolution in conjunction with field technicians and subcontractors.

· Support field technicians by locating and ordering parts or services as needed

· Receive and review contractor invoices, ensuring all work is completed at the agreed-upon price.

· Submit approved invoices to accounting.

· Maintain warranty information as appropriate

· Maintain and monitor preventive maintenance schedules.

· Develop and maintain relationships with key vendors and maintenance technicians.

· Create and maintain vendor databases; obtain and document vendor insurance coverage, tax ID numbers, and W9s.

· Collaborate with team members as needed

Additional Task Areas

· Admin support:

o After hours, as neede: monitor communications (company emails, texts, phones) and reply and/or redirect to an appropriate staff member

o Phone and email communication support

o Work with current tenants to resolve any issues

o Fielding questions (via email, phone, or text) for our active listings

· Schedule and coordinate showings for listed properties

· Answer tenant inquiries and assist with the application process

· Process applications

· Short-Term Rental Support

o Screen and answer booking inquiries

o Enter new reservations into company systems

o Ensure check-in and check-out communications with guests

Desired Qualifications and Skills:

· Experience in residential property management

· Must be familiar with basic property management and real estate processes and terminology

· Experience with Buildium is a plus. Must have experience with a similar system (e.g. AppFolio)

· Excellent communication skills and a strong desire to work with others on a daily basis

· Ability to follow through and follow up on requests, progress, and invoices.

· Impeccable attention to detail

· Ability to work with minimal supervision and the capability to strategically prioritize

· Highly adaptable and ability to coordinate multiple changing priorities

· High sense of professionalism and attentiveness, even in emergency situations

· Must be capable of using the Google Suite of apps, including
Gmail, Docs, Calendar, Sheets, and Drive.

· Excellent verbal and written communication skills; English fluency is required.

Important Personal Attributes:

· Detail-oriented

· a self-sufficient and independent thinker who can analyze and anticipate a situation independently with little guidance.

· Good organizational skills, detail-oriented and great time management skills

· Good business judgment, problem-solving skills, and follow-up on pending matters.

· Enjoys working on a team while also being independent

· The ideal candidate will be competent and confident, able to answer guest or tenant questions and diffuse tense situations if necessary

Note: This job description is intended to provide a general overview of the position. Other duties and responsibilities may be assigned as needed to fulfill the goals of the company.

TECHNICAL REQUIREMENTS:
– Internet speed minimum 30mbps
– i5 8th Gen or higher
– Windows 10 / MacOS Catalina or higher
– Minimum of 8 GB RAM
– Private and quiet dedicated home office area (no roosters, dogs, children’s noises in the background)
– Back-ups in case of power or internet provider interruptions
– Good headset and webcam (preferably noise-canceling headset)

WHAT WE OFFER:

We offer our team members targeted development opportunities both on a professional and personal level. We also offer:
– Competitive Salary
– Holiday Reward equivalent to 13th-month pay
– HMO
– Life Event Bonuses
– Preventive Mental Health Benefit

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