WFH Maintenance Coordinator

42 minutes ago

Manila, National Capital Region, Philippines Private Advertiser Full time ₱500,000 - ₱750,000 per year

WFH Maintenance Coordinator

Work from the comfort of your own home

The Maintenance Coordinator plays a key role in ensuring all property maintenance and compliance tasks are efficiently managed from inspection to completion. This role acts as the bridge between auditors, tradespersons, property owners, and internal teams to ensure timely scheduling, accurate documentation, and smooth communication across all maintenance-related activities.

Responsibilities

Maintenance Coordination & Documentation

  • Review inspection reports from auditors and ensure all maintenance issues are recorded in the Monday board and SM8 system.
  • Ensure all required documentation—such as quotes, invoices, and compliance certificates—are properly filed and updated in SM8.
  • Request quotes from tradespersons, record details in SM8, and ensure invoice notes are completed for each job.
  • Produce and send quotes for upgrades, RCD installations, mixing valves, PTR valves, and related works for approval.

Scheduling & Follow-ups

  • Coordinate and schedule maintenance visits, including re-scheduling and communication with tenants, owners, and property managers.
  • Manage follow-ups for pending quotes, approvals, compliance certificates, and maintenance completion.
  • Book and track revisits for properties that failed inspection until compliance is achieved.

Communication & Reporting

  • Handle inbound calls from tenants, property owners, or tradespersons related to maintenance matters.
  • Run and prepare weekly reports on approved maintenance jobs for trade meetings.
  • Follow up on unpaid jobs (external section only) and verify payment status with the accounts team.
  • Track and update jobs requiring deposits or free revisits as directed by the Maintenance Leader.

Compliance & Inspection Support

  • Liaise with auditors and maintenance teams to ensure all post-inspection issues are resolved promptly.
  • Manage the inspector spreadsheet for all approved switchboard (main board) jobs and ensure compliance documentation is complete.
  • Request and file compliance certificates once maintenance jobs are completed.

General Support

  • Support the Maintenance Leader in any ad hoc administrative or coordination tasks as needed.
Qualifications & Skills
  • Proven experience in maintenance coordination, property management, or administrative support in a technical or service-based environment.
  • Strong organizational skills and attention to detail.
  • Excellent communication skills (both written and verbal).
  • Proficient in using task management tools (e.g., ) and maintenance management systems (e.g., SM8).
  • Ability to manage multiple priorities and follow up on outstanding tasks efficiently.
  • Customer-focused with a proactive and problem-solving mindset.

System Knowledge:

  • Intermediate Microsoft knowledge required: Excel, Word, Teams, Outlook

  • Other system/software (a plus): Salesforce

Benefits:

  • Full-time, long-term position

  • Paid leaves

  • HMO for employee and 1 dependent

  • Monday to Friday + Day Shift

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