Job Title: Maintenance Coordinator
Company: Five Star Vacation Rentals
Location: Remote (Austin, TX-based team – CST hours required)
Schedule: Monday–Sunday availability
(flexible, with required meetings Monday & Thursday 8–9 AM CST)
About Us
Five Star Vacation Rentals is a growing vacation rental management company based in Austin, Texas. We manage nearly 50 high-end short-term rental properties across Central Texas. Our team is detail-oriented, proactive, and committed to delivering exceptional guest experiences and keeping our homes in excellent condition year-round.
Position Overview
We are seeking a reliable, detail-driven Maintenance Coordinator to oversee and manage day-to-day property maintenance operations. This includes logging and tracking repair needs, scheduling vendors, verifying completed work, and handling invoice documentation. You’ll be the key person making sure no maintenance task slips through the cracks — from initial report to final resolution.
This is a remote role, and applicants outside the United States are welcome. You must be fluent in English, comfortable working CST hours, and have experience supporting US-based property management or real estate teams.
Key Responsibilities
Issue Tracking & Logging
- Log all maintenance issues into Breezeway with clear descriptions and photos when available
- Prioritize based on urgency and keep the team updated throughout the process
- Stay on top of open items until fully resolved
Vendor Scheduling & Communication
- Schedule vendors with complete and clear instructions to avoid delays or confusion
- Confirm pricing in advance and ensure jobs are scheduled only when the property is vacant (unless emergency access is approved and guests are notified)
- Maintain a working knowledge of standard pricing for common repair tasks (e.g., clogged drains, ceiling fan replacements, drywall repairs)
Follow-Up & Quality Control
- Confirm all work has been completed with photo or video proof before marking the task as done
- Communicate any follow-up needs or unresolved items
- Keep organized records of completed work for reference and accountability
Billing & Documentation
- Review invoices to ensure they match the approved work and pricing
- Check that documentation includes all key details (location, date, service description, total, proof of completion)
- Flag any issues and forward clean invoices to the billing team
Requirements
- 5+ years in property management, maintenance coordination, or vendor management
- Excellent written and verbal English communication skills
- Highly organized and detail-oriented
- Comfortable working across platforms like Breezeway, Trello, Slack, LastPass, Airtable and Google Drive
- Strong judgment in urgency, cost control, and vendor reliability
- Proactive, resourceful, and reliable with a "get it done" mindset
- Available for Monday and Thursday 8–9 AM CST team meetings
- Comfortable working CST business hours and responding to urgent tasks when needed
- Stable internet and a professional, quiet workspace
- Self-motivated and proactive communicator who doesn’t need micromanaging
- Prior experience supporting US-based property teams is strongly preferred
To apply, please follow these exact instructions (we use this to gauge attention to detail):
- In your application, include the phrase "I'm your next Maintenance Coordinator" in the first sentence.
Briefly describe how you would follow up if a vendor said they completed a repair, but the issue was reported again by a guest.
send your application to [email protected]
Job Type: Full-time
