Maintenance Coordinator

Maintenance Coordinator (Remote, Independent Contractor)

5 Seasons Homestays | Remote | Independent Contractor | Monday–Friday, 8:00 AM–5:00 PM EST (with flexibility as needed)

About Us

5 Seasons Homestays manages a growing portfolio of vacation rental properties (~30 properties today, expanding to 50+). We're looking for a detail-oriented, proactive Maintenance Coordinator to keep our properties in excellent condition and our vendor network running smoothly.

About the Role

As Maintenance Coordinator, you'll be the hub connecting vendors, property owners, guests, and our internal team. You'll manage all maintenance scheduling and vendor relationships across our portfolio, respond quickly to emergencies, and keep everything organized so nothing falls through the cracks. This is a great fit for someone who thrives on solving problems, staying organized under pressure, and building strong vendor relationships.

What You'll Do

Vendor Management
Build and maintain relationships with reliable vendors (HVAC, plumbing, electrical, cleaning, landscaping, pool service, etc.)
Negotiate pricing and service agreements; maintain backup vendor lists for every category
Track vendor performance, service history, and quality ratings

Maintenance Coordination
Schedule and prioritize maintenance tasks across the property portfolio based on urgency and guest impact
Handle same-day emergencies with speed and resourcefulness
Coordinate preventive maintenance and verify quality of completed work before approving payments

Emergency Response
Respond to urgent maintenance issues during business hours and make quick decisions to protect guest satisfaction and property condition
Coordinate with the Guest Experience team during guest-facing emergencies

Communication & Documentation
Keep property owners updated on maintenance issues, costs, and timelines
Communicate clearly with vendors and, occasionally, directly with guests
Track all maintenance activity, vendor contacts, and expenses using Breezeway, Google Sheets, and Notion

What We're Looking For
-Prior experience in maintenance coordination, property management, facilities, or a related field

• Strong vendor negotiation and relationship-management skills
• Excellent written and verbal communication
• Ability to stay calm and organized while juggling multiple priorities and occasional after-hours emergencies
• Comfortable working independently and remotely with tools like Breezeway, Notion, Google Workspace, and VoIP/WhatsApp
• Reliable high-speed internet, a quiet home workspace, and a backup plan for outages

What We Offer

• Base pay: $ ---------- /month
• Additional hourly pay for work beyond the standard 40-hour week, shift coverage, or weekend/holiday coverage
• Performance-based incentives tied to response times, vendor cost savings, and owner/guest satisfaction
• Paid time off and holiday pay
• Comprehensive 2-week onboarding with mentorship from our Operations Manager
• A collaborative, supportive remote team environment

Schedule
Monday–Friday, 8:00 AM–5:00 PM EST preferred, with flexibility for occasional after-hours or weekend emergency coverage.

How to Apply
Please send us the following:

1. Resume

2. Loom Video (Answer the questions below)
a. Short introduction

b. Imagine your primary vendor for an urgent repair (e.g., a broken AC unit at an occupied property) becomes unavailable last minute. Walk us through how you'd find and coordinate a backup solution

c. If you received these four maintenance requests at the same time, how would you prioritize them and why:
1) a guest reports the AC is out at a property they check into today
2) an owner requests a quote for a kitchen remodel
3) a smoke detector is chirping at a vacant property
4) a leaking faucet was reported at an occupied property with guests checking out tomorrow?