Property Repair and Maintenance Coordinator

Notes before application:

• This is an independent contractor role - client based
• Salary posted is all in between AUD 900 AUD 1,100

Hiring Company Summary:

Smart Suites manages a collection of over 100 rooms for short-term vacation rentals across the lively locales of Rocklea, Sunnybank, Acacia Ridge, and Kuraby, Queensland. Guided by our core values of Customer Obsession, Accountability, Curiosity, Efficiency, and Teamwork (CACHET), we are committed to delivering exceptional hospitality experiences. At Smart Suites, we ensure every guest's stay is not only clean and comfortable but also infused with personalized excellence that leaves a lasting impression

Position Summary:

The Property Repair and Maintenance Coordinator is responsible for overseeing all property maintenance and repair activities across the portfolio. This includes managing guest-caused damage repairs by coordinating with vendors and the logistics team, ensuring timely resolution and item replacement. The role also liaises with external partner to facilitate general maintenance tasks, and works with internal teams to schedule and track recurring services such as lawn mowing, bin management, and common area cleaning. The coordinator is accountable for maintaining accurate job records and ensuring the timely and quality completion of all maintenance-related tasks.

Key Expectations/General Responsibilities

1. Internal Maintenance (Guest-Caused Damage)

• Coordinate with vendors, handymen, and suppliers to resolve damage or repairs caused by guests.
• Monitor progress and ensure timely completion of all repair jobs.
• Create and manage purchase orders (POs) for repair costs and item replacements.
• Liaise with the logistics team to deliver and install furniture or replacement items at the property.

2. External Maintenance (via third-party property manager)

• Act as the main point of contact for coordinating wear-and-tear repair jobs handled by thirdy-party property manager
• Submit and track all repair and maintenance requests.
• Ensure completion of maintenance tasks through regular follow-ups with third-party property manager

3. Common Area Cleaning, Mowing, and Waste Bin Scheduling

• Coordinate weekly or biweekly exterior maintenance tasks including lawn mowing, bin in/out schedules, and common area cleaning.
• Work closely with the logistics team to ensure timely service and adherence to schedules.
• Confirm job completion through check-ins, status updates, and reports.

General Responsibilities Across All Functions

• Maintain accurate records of all jobs, statuses, responsible parties, and completion timelines.
• Ensure all maintenance-related work is completed on time and to standard.
• Update internal systems and communicate regularly with relevant teams (logistics, operations, vendors).
• Proactively identify delays or issues and escalate when necessary.

Skills & Qualifications:

• Experience: 34 years in listing management, data entry, or guest experience within hospitality, real estate, or property management.
• Technical Skills: Proficiency in booking and property management systems like Airbnb, Booking.com, and VRBO. Strong Microsoft Office Suite skills, especially in Excel and Outlook. Familiarity with Property Management Systems (PMS) is a plus.
• Attention to Detail: Exceptional accuracy and ability to manage data efficiently.
• Organizational Skills: Strong multitasking abilities to handle multiple listings and guest-related tasks.
• Communication: Excellent verbal and written skills to coordinate with internal teams and guests.
• Customer Service Experience: Prior experience in customer service or hospitality is preferred.
• Adaptability: Flexibility to manage shifting responsibilities and thrive in a fast-paced environment.

Requirements:

• Proven experience in property coordination, maintenance scheduling, or related roles.
• Strong organizational and follow-up skills.
• Excellent communication and coordination abilities.
• Comfortable working with vendors, contractors, and internal teams.
• Experience using task tracking or property management systems (e.g., Zoho, Trello, Monday.com) is a plus.