Property management ✦ Maintenance ✦ Dedicated
Maintenance
coordinator
Work orders raised the day a request arrives, owner approval obtained, tradespeople booked and chased, tenants told what is happening and jobs actually closed out — instead of a maintenance inbox nobody has time to open.
Looking for this kind of work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
Work ordersRaised same day
~2 wksBrief → first day
Maintenance is where property managers lose their tenants
A maintenance request is the moment a tenant judges your agency. It is also the task with the most moving parts: tenant, owner, tradesperson, access, quote, approval, invoice, follow-up.
So requests sit. The tenant chases, the owner is annoyed at the delay, the tradesperson never got the job, and the property manager is fielding three complaints about one broken tap.
A dedicated coordinator owns the whole chain. It is the single highest-impact administrative handover in property management, because it fixes tenant satisfaction and owner retention at the same time.
What they coordinate
- Request triage — Every request logged the day it arrives, categorised by urgency against your rules, and routed — with genuine emergencies escalated immediately rather than queued.
- Owner approval — Quotes obtained where required and approval sought from the owner within your delegated authority limits, with the decision recorded.
- Tradesperson booking — Work orders issued to your panel with scope, access details and contact information, then chased until booked.
- Access coordination — Access arranged between tenant and tradesperson, entry notices issued to the correct notice period where required.
- Job follow-up — Jobs chased to completion, invoices matched to work orders, and anything incomplete pursued rather than assumed done.
- Tenant communication — Tenants told what is happening and when — the single thing that stops maintenance becoming a complaint.
- Tradie compliance — Licences and insurances tracked with rolling expiry lists, so nobody uninsured is sent to a property.
- Maintenance reporting — Open jobs by age, spend by property, and recurring issues surfaced — so an owner can be advised before a small problem becomes a large one.
Where the line sits
Coordination travels. Spending decisions, licensed acts and anything requiring presence do not.
- Spend above delegated authorityThey obtain approval within your limits and escalate above them. They do not authorise expenditure.
- Trust account paymentsNo access and no authority. Tradesperson payment runs are prepared and released by your licensed staff.
- Property condition judgementsWhether work is required, or acceptable when complete, is a judgement for someone who can see it.
- Entry decisionsEntry notices are prepared and issued under your licensed staff's authority.
More property roles
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Questions
Frequently asked
Can they deal with our tradespeople directly?
Yes, and it usually improves things — your panel gets one consistent contact with complete work orders instead of whoever is free sending a text. Introduce them properly and give them authority to chase.
What happens with an after-hours emergency?
Emergencies need a local escalation path, and that should exist regardless of who does your coordination. Manila covers your evening, which helps with the 6pm requests, but a burst pipe at 2am needs your on-call arrangement, not a coordinator.
How do they handle owner approvals?
Within written delegated authority limits — under a set figure, they proceed per your instruction; above it, they obtain and record the owner's decision. Write those limits down before day one; most agencies have them as an understanding rather than a document.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
Full-time, part-time or fewer hours?
Forty hours a week is our standard engagement and twenty is common. Below that we look at fifteen, ten or even five hours to get a role started, priced accordingly — a smaller engagement costs a little more per hour because the recruiting and management effort is the same. Plenty of clients begin at ten hours and grow the role once they see what comes off their desk.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.