Property Maintenance Coordinator Virtual Assistant - 100% Permanent Work From Home

This is a remote position.

We are VirtuallyinCredible, a company committed to living and loving life. We started out with just 1 Virtual Assistant, and now we have over a thousand virtual assistants collectively working at home with us.

Join our team as a Property Maintenance Virtual Assistant!

We are seeking a Property Maintenance Coordinator Virtual Assistant to manage and coordinate routine maintenance and repairs. You will handle requests, assign work orders, track progress, manage expenses, and conduct inspections. Communication with tenants about schedules and issues is essential, as well as being available for emergencies and urgent repairs. Accurate record-keeping and ensuring tenant satisfaction are key responsibilities.

Key Responsibilities:

• Work Order Management
• Receive, prioritize, and create work orders for maintenance requests from tenants and owners.
• Assign work orders to vendors and maintenance personnel based on priority and availability & pricing.
• Follow up with vendors to ensure timely completion of assigned jobs.
• Close out completed work orders and update records in the system.
• Communication & Coordination
• Serve as the primary contact for tenants reporting maintenance issues.
• Keep property owners informed about maintenance concerns, costs, and repairs.
• Coordinate scheduling between tenants, vendors, and owners for repair work.
• Provide status updates on ongoing maintenance work through email, phone, or portal updates.
• Vendor Management & Job Oversight
• Maintain a list of approved vendors, ensuring proper licensing and insurance compliance.
• Dispatch vendors based on expertise, pricing, and response time.
• Verify work completion by reviewing invoices, photos, tenant feedback, or follow-up inspections.
• Monitor vendor performance and maintain relationships for reliable service.
• Preventative Maintenance & Compliance
• Schedule routine property inspections with local inspection personnel and preventative maintenance services.
• Track and ensure compliance with safety regulations, including smoke alarms, carbon monoxide detectors, and HVAC maintenance.
• Assist in coordinating annual property inspections and necessary repairs from leasing inspections when the leasing coordinator needs assistance.
• Document maintenance histories for each property in the system.
• Cost & Budget Management
• Review maintenance estimates and negotiate pricing when necessary.
• Seek owner approval for larger repair costs exceeding pre-set limits.
• Ensure maintenance costs align with the budget and lease terms.
• Track and record expenses for accurate property financial reports.
• Emergency & After-Hours Maintenance Handling
• Respond to emergency maintenance calls during business hours and escalate critical issues.
• Ensure vendors are dispatched promptly for urgent repairs (water leaks, HVAC failures, safety hazards).
• Work with after-hours emergency service providers when necessary.
• Lease & Property Compliance
• Review lease agreements for maintenance responsibilities (tenant vs. owner obligations).
• Enforce tenant maintenance responsibilities (changing filters, basic upkeep, etc.).
• Ensure maintenance work complies with Authority PM policies and local housing laws.
• Documentation & Reporting
• Maintain detailed records of all maintenance requests, approvals, and completed work.
• Document tenant-caused damages for potential charges or lease enforcement.
• Generate maintenance reports for internal use and owner updates.
• Tenant Relations & Education
• Educate tenants on minor maintenance responsibilities (resetting breakers, unclogging drains, etc.). help maintain FAQs on our Website.
• Handle tenant maintenance complaints professionally and efficiently.
• Conduct follow-ups with tenants post-repair to ensure satisfaction.
  
  

Requirements

Qualifications:

• 2 years of Customer Service experience in inbound/outbound US voice accounts
• Proven experience in property management, maintenance coordination, or a related field.
• Prior remote work experience is preferred.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in using virtual collaboration tools and property management software.
• Knowledge of property maintenance, repair procedures, and vendor management.
• Ability to work independently and proactively solve problems.
• Exceptional attention to detail and commitment to quality.
• Quiet home office work environment
• Willing to work on the graveyard shift
• Fast and reliable internet connection of at least 10MBPS with internet backup available
• Dependable electricity with power backup available
• At least 8-gen i3 processors, 8GB RAM, and Windows or MAC, SSD Disc
  
  

Benefits

Why You'll Love Working with Us!

• Enjoy the freedom of permanent work from home while maintaining a healthy work-life balance.
• Receive paid training to set you up for success from day one.
• Annual performance appraisals designed to recognize your achievements and support your career growth.
• Get a free noise-cancelling headset to create the perfect work environment.
• Take advantage of holiday pay to enjoy your well-deserved time off.
• Earn overtime pay when you're willing to go the extra mile.
• Receive a generous referral bonus per hire for recommending great talent.
• Celebrate your hard work with a rewarding year-end bonus!
  
  

Join our team and experience the benefits of a supportive and rewarding work environment!