Maintenance Coordinator / Client Coordinator at Vitalis… · Internati…

Maintenance Coordinator / Client Coordinator at Vitalis Outsourcing LLC

Location: International · Visa sponsorship: no

We are looking for a Maintenance Coordinator / Client Coordinator to support property management teams, real estate clients, tenants, property owners, vendors, contractors, and internal team members with maintenance requests and daily coordination activities.

The primary responsibility is to manage maintenance requests from initial submission through completion, coordinate vendors and appointments, track work orders, maintain accurate documentation, and keep all parties informed throughout the process.

This is an ideal opportunity for someone with experience in maintenance coordination, property management support, vendor coordination, client service, or administrative support who communicates professionally, remains calm under pressure, and is interested in stable, long-term employment.

KEY RESPONSIBILITIES

• Receive, review, prioritize, and organize maintenance requests and client support requests.

• Communicate professionally with tenants, clients, property owners, vendors, contractors, and internal team members.

• Gather necessary information, photos, access details, and documentation for each maintenance request.

• Coordinate service appointments, repairs, inspections, follow-up visits, and vendor access.

• Create, update, and track work orders from the initial request through completion.

• Follow up with vendors regarding availability, pricing, estimates, arrival times, repair status, and completion.

• Confirm appointments and provide tenants, clients, and owners with timely scheduling updates.

• Monitor open work orders and ensure outstanding maintenance items receive consistent follow-up.

• Provide clear updates regarding pending requests, vendor activity, delays, completed work, and next steps.

• Escalate emergencies, safety concerns, significant delays, excessive costs, or unresolved issues to the appropriate manager.

• Maintain accurate and organized notes, photos, estimates, invoices, documents, and communication histories.

• Update property management systems, CRM platforms, spreadsheets, calendars, and internal tracking tools.

• Assist with scheduling, appointment reminders, client requests, inspections, and other daily coordination activities.

• Manage multiple maintenance requests, work orders, deadlines, and follow-up activities simultaneously.

• Provide clear daily updates regarding completed tasks, open items, pending requests, priorities, and potential blockers.

• Follow established Standard Operating Procedures, checklists, deadlines, approval requirements, and manager instructions.

• Maintain professionalism and confidentiality when handling tenant, client, vendor, financial, and property information.

REQUIRED QUALIFICATIONS

• Previous experience in maintenance coordination, client coordination, property management support, vendor coordination, customer service, or administrative support.

• Strong written and spoken English communication skills.

• Professional communication skills when interacting with tenants, clients, owners, vendors, contractors, and team members.

• Excellent organization and attention to detail.

• Strong task-management, deadline-tracking, and follow-up skills.

• Able to manage multiple open work orders, service requests, appointments, and priorities simultaneously.

• Able to handle urgent maintenance requests and difficult conversations calmly and professionally.

• High level of accuracy when maintaining notes, records, documents, estimates, and invoices.

• Comfortable using Google Workspace, spreadsheets, CRM systems, property management software, and task-management tools.

• Able to follow Standard Operating Procedures and detailed instructions.

• Reliable internet connection and a professional remote-work setup.

• Reliable, consistent, coachable, and comfortable working independently.

• Proactive in communicating progress, questions, delays, and potential blockers.

PREFERRED EXPERIENCE

• Supporting U.S.-based property management or real estate teams

• Property management support

• Residential maintenance coordination

• Client and tenant communication

• Vendor and contractor scheduling

• Work order creation and tracking

• Repair estimate and invoice tracking

• Move-in and move-out coordination

• Property inspection coordination

• Preventive maintenance scheduling

• Emergency maintenance support

• AppFolio

• Buildium

• Propertyware

• Rent Manager

• Google Workspace

• CRM and task-management systems