Maintenance Coordinator

About Onnyt Global Onnyt Global is a Chicago-based property management company supporting homeowner associations (HOAs) across the U.S. We manage the full financial and operational lifecycle for our association clients, and our global team is at the heart of how we deliver high-quality service at scale. We're growing fast and building the team to match.

We are looking for a detail-oriented and proactive Maintenance Coordinator - Offshore to manage the end-to-end maintenance process across our property portfolio. This role is responsible for coordinating and scheduling maintenance activities, managing vendor relationships, and ensuring timely, budget-compliant execution of work orders. The ideal candidate is highly organized, communicates effectively across time zones, and thrives in a fast-paced, service-driven environment.

Key Responsibilities:

Work Order Management

• Assess, classify, and prioritize incoming maintenance requests by category (plumbing, electrical, structural, etc.) and urgency level
• Manage emergency work orders (fire, flood, safety hazards) with the highest priority, targeting resolution within 2–3 hours
• Coordinate and schedule work orders by matching technicians based on skill and proximity; schedule tasks within 24 hours of creation
• Follow up with vendors to confirm job acceptance within 48 hours, reassigning if necessary to avoid delays
• Follow up with tenants within 24 hours of reported completion to confirm satisfaction and quality
• Ensure completed work orders are closed out in the system within 10 days, coordinating with finance on billing and vendor payments
• Meet work order closure targets: Urgent/Emergency (2–3 hrs), High Priority (24 hrs), Medium Priority (4 days), Low Priority (10 days); no open work orders older than 30 days

Vendor and Third-Party Management

• Maintain daily communication with in-house and third-party vendors to monitor job progress and completion
• Reassign work orders promptly if a vendor fails to accept within 48 hours
• Negotiate vendor terms to secure cost-effective, quality service
• Resolve vendor conflicts and ensure adherence to contractual obligations
• Verify and maintain up-to-date vendor insurance records; ensure all required documents are uploaded to Propertyware before dispatch

Preventative Maintenance and Quality Control

• Manage and update the preventative maintenance calendar to minimize downtime and repair costs
• Conduct quality control checks with field agents and project managers post-maintenance
• Implement process improvements based on feedback from property managers and field staff

Portfolio Owner, Tenant, and Property Manager Support

• Serve as the primary communication link between owners, tenants, property managers, and the maintenance team
• Support property managers during emergency maintenance situations
• Keep owners and tenants informed on work order status, especially those exceeding 10 days, with clear explanations and estimated resolution times

Reporting and Compliance

• Compile and analyze maintenance data to produce performance reports and identify improvement areas
• Ensure compliance with relevant health, safety, and environmental regulations
• Maintain accurate documentation for audits and reviews

Training and Professional Development

• Organize training sessions to keep the maintenance team updated on best practices and new technologies
• Monitor team performance and provide coaching and feedback
• Support succession planning for key maintenance roles

Key Performance Metrics

• On-time work order completion rate
• Average time from work order creation to completion (vendor efficiency)
• Maintenance cost per work order and overall spend
• Adherence to preventative maintenance schedule
• Tenant satisfaction feedback post-maintenance
• Average emergency response time
• Accuracy and completeness of maintenance records

Qualifications

• Minimum of 2 years of experience in maintenance coordination
• Experience managing maintenance and repair operations
• Strong knowledge of maintenance processes and building systems (HVAC, plumbing, electrical) and safety regulations
• Excellent problem-solving skills to resolve maintenance challenges and conflicts
• Strong organizational and multitasking skills to manage complex logistics and scheduling
• Proficient in English with effective written and verbal communication skills
• Familiarity with property management software (e.g., Zendesk, Google Suite) and ability to quickly adapt to new tools
• Willingness to work overlapping hours aligned with Chicago-based business hours.

Work Set-Up

• Night shift: ~9 PM–6 AM PHT (aligned to U.S. Central Time)
• HYBRID for Baguio