Overview
Maintenance Coordinator and Admin – Independent Contractor Jobs in Philippines at Doerly Works
Title: Maintenance Coordinator and Admin – Independent Contractor
Company: Doerly Works
Location: Philippines
Position Overview
We are seeking a highly organized and detail-oriented Maintenance Coordinator to support the day-to-day maintenance operations of our property management team. This role is responsible for coordinating maintenance requests, communicating with homeowners, vendors, and internal staff, and ensuring all maintenance-related tasks are tracked and completed efficiently.
The ideal candidate is proactive, organized, professional in communication, and comfortable managing multiple priorities in a fast-paced environment. This role relies heavily on communication and coordination through ManageMyCommunity (MMC), email, and Slack.
Key Responsibilities
Maintenance Coordination & Dispatching
- Receive, review, prioritize, and dispatch maintenance work orders to vendors and in-house maintenance staff
- Coordinate scheduling of maintenance repairs, inspections, and follow-up appointments
- Monitor open work orders to ensure timely completion and resolution
- Track maintenance progress and provide updates to homeowners, board members, and management teams as needed
- Escalate urgent maintenance issues appropriately and assist with emergency coordination when necessary
- Maintain accurate records of maintenance requests, vendor updates, and completed work within MMC and internal systems
Vendor & Communication Management
- Serve as a point of contact between homeowners, vendors, maintenance staff, and property managers
- Communicate with vendors regarding scheduling, access instructions, status updates, and completion timelines
- Follow up with vendors and residents to confirm work completion and satisfaction
- Coordinate communication through ManageMyCommunity (MMC), email, and Slack depending on urgency and operational needs
- Assist in maintaining professional vendor relationships and ensuring responsive service
Homeowner & Association Communications
- Prepare and distribute homeowner and association notices, including:
- Water shut-off notices
- Building maintenance updates
- Repair schedules
- Access instructions
- General community announcements
- Draft professional written communications for homeowners and residents
- Ensure notices are accurate, timely, and distributed through the appropriate communication channels
Administrative & Operational Support
- Maintain maintenance schedules, calendars, and tracking logs
- Assist with documentation, data entry, and organization of maintenance records
- Support property managers with maintenance-related administrative tasks
- Help coordinate recurring preventative maintenance schedules and reminders
- Assist with special projects and operational support as needed
Qualifications
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- Ability to multitask and manage multiple requests simultaneously
- Detail-oriented with strong follow-through skills
- Professional and customer-service-oriented mindset
- Comfortable learning and navigating new software and systems
- Ability to work independently while also collaborating with a team
Preferred Experience
- Experience in property management, maintenance coordination, customer service, or administrative support preferred
- Familiarity with maintenance work order systems or property management software is a plus
- Experience using communication and project coordination tools such as Slack, email platforms, or case management systems preferred
- Experience with ManageMyCommunity (MMC) is a plus, but not required
Tools & Systems Used
- ManageMyCommunity (MMC)
- Slack
- Email platforms
- Maintenance scheduling and tracking systems
- Microsoft Office / Google Workspace
Ideal Candidate Traits
- Calm and professional under pressure
- Responsive and dependable
- Strong problem-solving skills
- Able to prioritize urgent issues effectively
- Comfortable working in a fast-paced property management environment
- Team-oriented with a positive attitude
