Maintenance & Property Operations Coordinator
Company: Corporate Stays
Department: Operations
Job Type: Full-Time Freelancer
Work Arrangement: Fully Remote
Working Hours: Monday to Saturday, 8:00 AM–5:00 PM Montreal time
Reports To: COO
About Corporate Stays
Corporate Stays provides furnished accommodations for business travelers, professionals, and extended stays. Our Canadian operations focus on delivering comfortable, well-maintained properties and a reliable guest experience.
We work with local technicians, contractors, building management teams, and internal departments to ensure our properties remain safe, functional, and ready for guests.
Position Overview
The Maintenance & Property Operations Coordinator will oversee maintenance requests and coordinate repair activities across Corporate Stays' Canadian property portfolio.
This role is responsible for coordinating local technicians and contractors, prioritizing urgent maintenance issues, tracking repair costs and deadlines, and verifying that work is completed to the required standards. The coordinator will also support preventive maintenance planning, maintain accurate maintenance records, and work closely with the Concierge Department and building management teams to minimize disruptions to guest stays.
The ideal candidate is highly organized, proactive, cost-conscious, and experienced in coordinating external service providers remotely.
Goal of the Position
To ensure maintenance issues across the Canadian portfolio are addressed promptly, repairs are completed efficiently and within budget, and properties remain in good operating condition while minimizing guest disruption and recurring maintenance problems.
Main Responsibilities
- Monitor and manage maintenance requests across Corporate Stays' Canadian property portfolio.
- Coordinate local technicians, contractors, and maintenance providers to ensure timely completion of repairs.
- Ensure urgent maintenance issues receive immediate attention and are escalated when necessary.
- Obtain, review, and compare contractor quotations to support cost-effective decisions.
- Track repair costs, work progress, and completion deadlines.
- Verify completed work through photographs, videos, or independent confirmation when necessary.
- Coordinate with building management companies regarding access, keys, elevators, building regulations, and other property-related requirements.
- Implement and maintain preventive maintenance schedules to reduce unexpected repairs.
- Identify recurring technical problems and recommend permanent solutions to prevent repeated issues.
- Develop and maintain a reliable database of contractors and service providers in each Canadian city.
- Coordinate with the Concierge Department when maintenance issues may affect guest stays, check-ins, or the overall guest experience.
- Track maintenance expenses and identify opportunities to improve efficiency and reduce costs.
- Maintain complete and accurate maintenance records in Breezeway or the designated operational system.
- Follow up on open and overdue maintenance tickets to ensure accountability and timely resolution.
- Provide regular updates on urgent incidents, outstanding repairs, contractor performance, and maintenance costs.
- Ensure maintenance activities follow company procedures and applicable property requirements.
Performance Goals (KPIs)
Performance will be evaluated based on the following indicators:
- Urgent Maintenance Response Time: Average time taken to respond to urgent maintenance requests.
- Maintenance Resolution Time: Average time required to resolve maintenance tickets.
- On-Time Completion Rate: Percentage of maintenance tasks completed within the established SLA.
- Recurring Maintenance Issues: Number of repeated technical or repair issues across the portfolio.
- Maintenance Cost per Apartment: Average maintenance expenditure per apartment.
- Overdue Maintenance Tickets: Number of maintenance requests that remain unresolved past their deadlines.
Qualifications
- Experience in property management, facilities coordination, hospitality maintenance, or a similar role.
- Demonstrated experience coordinating external contractors and service providers remotely.
- Excellent English communication skills, both written and verbal.
- Strong organizational, planning, and follow-up skills.
- Ability to prioritize urgent incidents and coordinate timely responses.
- Experience using task management systems and property management software.
- Understanding of basic building maintenance, repair processes, and contractor coordination.
- Strong problem-solving skills and attention to detail.
- Ability to track expenses, compare quotations, and support cost-effective maintenance decisions.
- Ability to manage multiple requests simultaneously while maintaining accurate records and clear communication.
Preferred Qualifications
- Experience working with Breezeway, Hostaway, Guesty, or similar property management and operational platforms.
- Experience coordinating maintenance across multiple properties or cities.
- Familiarity with building management procedures, contractor scheduling, property access requirements, and preventive maintenance programs.
- Experience working with hospitality or furnished rental operations.
Success Profile
The successful candidate is proactive, organized, resourceful, and comfortable managing multiple maintenance requests across different locations. They can distinguish urgent issues from routine repairs, coordinate reliable contractors, monitor costs, and ensure work is completed and properly documented.
Success in this role means faster maintenance response and resolution times, fewer overdue and recurring issues, better control of repair expenses, stronger contractor accountability, and minimal disruption to the guest experience.
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