March 14, 2023

Hiring a Remote Maintenance Coordinator

Learn how to hire a remote maintenance coordinator in this comprehensive guide.

In this post:

Managing and maintaining rental properties can be a full-time job in itself.

Juggling repairs, inspections, and tenant requests while also overseeing day-to-day operations can be challenging, especially if you’re doing them all on your own.

The good news is that you can free up your time and improve your property's performance by hiring a remote maintenance coordinator.

Here’s how:

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What Does a Remote Maintenance Coordinator Do?

The key difference between a remote maintenance coordinator and a traditional one is the location of their work. While a traditional maintenance coordinator would be physically located on-site at the property they manage, a remote coordinator leverages remote tools to communicate with tenants, vendors, and other stakeholders.

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Their tasks include:

Proactive problem-solving - Maintenance issues can be stressful. A maintenance coordinator proactively looks out for potential issues before they become full-blown problems. By addressing issues swiftly, they can help you dodge a lot of headaches — and build strong relationships with your tenants at the same time.

Personalized customer service - Maintenance coordinators are expected to quickly assess the urgency of tenant inquiries and direct them to the appropriate technician or department.

Tracking maintenance requests and work orders - They keep track of requests and work orders, making sure that tenants are informed about the request’s progress. They also provide regular updates, estimated competition times, and address concerns that may pop up during the process.

Vendor management - Aside from helping out tenants, you can count on a maintenance coordinator to monitor vendor performance. They can follow up on the status of any delays or work out any resource constraints.

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By addressing these pain points, remote maintenance coordinators can significantly improve tenant satisfaction and reduce the overall stress associated with property management.

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When Should You Hire A Remote Maintenance Coordinator?

You might need to hire a remote maintenance coordinator if you’re experiencing the following scenarios:

Your portfolio is expanding: As your property portfolio grows, managing maintenance tasks will become more complex and challenging. Hiring a maintenance coordinator ensures that your properties — and tenants — are looked after.
You have properties in different locations: No need to travel from one location to another. Having a remote maintenance coordinator allows you to coordinate projects from a central, remote location.
You’re falling behind on tenant inquiries: If maintenance and communication delays are causing issues for your tenants, you might need to hire an extra hand.
Limited local talent. Hiring remotely allows you to tap into a diverse, highly skilled talent pool. You don’t have to limit yourself to applicants in your area.
You want significant savings: Hiring a remote maintenance coordinator can cost significantly less than hiring onsite staff. Saving up to 80% in hiring and overhead costs gives you more flexibility and financial runway for growth.

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Remote Maintenance Coordinator Job Description

Hiring the right person is crucial. Here are the traits that you should consider when hiring a remote maintenance coordinator:

Strong organizational and time management skills: The ideal candidate will have to juggle multiple work orders, vendor schedules, and tenant requests. Hire someone with a knack for prioritizing tasks, meeting deadlines, and keeping track of details.
Excellent communication and interpersonal skills: They’re expected to touch base with a lot of different people — from tenants to property managers and vendors. The ideal candidate should be able to clearly explain maintenance issues, manage expectations, and resolve problems professionally and courteously.
Ability to work independently and as part of a team: Find someone with initiative. They should be able to navigate complex situations independently, while still being a great team player.
Proficiency in using property management software and other relevant tools: Familiarity with property management software, as well as remote collaboration tools, is essential.

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➡️ YOUR NEXT STEPS

Once you zero in on your ideal candidate, it’s time to start a search.

You can use traditional hiring methods like job boards or freelance marketplaces. These are cheap but may take time. If you want to speed things up and get guaranteed results, consider using a service like Somewhere.

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How To Hire A Remote Maintenance Coordinator With Somewhere

We’re more than just a headhunter agency — we are your strategic partners for growth. We help founders leverage top remote talent to scale their businesses.

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HERE’S A QUICK LOOK AT HOW WE DO IT:

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With Somewhere, you can reap the benefits of remote work without the hassle of traditional recruitment.

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SOMEWHERE SUCCESS STORIES

Our tried-and-tested process ensures that we only get the best talent for our clients. We found Jerry for a luxury property management company looking for a remote maintenance coordinator. At $1,050/month, Jerry is in charge of providing personalized customer service to tenants, monitoring work orders, and making sure that the property is running in top shape.

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Need someone like Jerry? Click here to start a search.

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Enjoy Hassle-Free Property Management with Remote Talent

Remote property maintenance is not only possible — it’s easy — when you hire the right people. Reap the benefits of remote hiring by starting a Somewhere search today.

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FAQs on Hiring Remote Maintenance Coordinators

What are the benefits of hiring a remote maintenance coordinator for my real estate business?

Hiring a remote maintenance coordinator can offer several benefits, including:

increased flexibility
cost savings —
and improved efficiency.

Remote coordinators can work from anywhere with an internet connection, allowing you to access a wider pool of talent. Additionally, remote work often reduces overhead costs associated with office space and commuting. Remote coordinators can also leverage technology to streamline processes, improve communication, and enhance overall efficiency.

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How can I ensure that a remote maintenance coordinator will be effective in managing my properties?

When hiring a remote maintenance coordinator, it's important to establish clear expectations and communication channels. Define their specific responsibilities, provide necessary tools and resources, and ensure they have access to property management software or platforms. Regular communication and feedback are also essential for maintaining a strong working relationship and ensuring that the coordinator is meeting your needs.

What qualifications should I look for in a remote maintenance coordinator?

A qualified remote maintenance coordinator should have:
- a strong understanding of property maintenance principles
- excellent communication skills —
- and the ability to work independently.

They should also be proficient in using technology tools for tasks such as scheduling, communication, and reporting. Consider looking for candidates with experience in property management, customer service, or related fields.

How can I ensure that a remote maintenance coordinator will have access to the necessary information and resources?

Provide your remote maintenance coordinator with access to essential documents, such as property manuals, vendor contracts, and tenant information. Consider using cloud-based platforms to facilitate secure sharing and collaboration.

What are some potential challenges of hiring a remote maintenance coordinator, and how can I address them?

While remote work offers many benefits, there are also potential challenges to consider. Time zone differences, technical difficulties, and a lack of face-to-face interaction can impact communication and collaboration. Learn how to address these challenges here.