Maintenance & Repair Coordination

Maintenance & Repair Coordination

We manage the day-to-day coordination of repair and maintenance jobs, keeping technicians, tenants, and property owners aligned from the first call to job completion.

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Repair Request Intake

• Answering and logging incoming repair requests
• Triaging urgent vs. routine maintenance issues
• Collecting job details, photos, and access instructions
• Confirming requests with tenants or property owners

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Technician Scheduling

• Matching jobs to available technicians and skill sets
• Booking appointment windows with tenants
• Rescheduling and handling last-minute changes
• Route and time-window optimization across jobs

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Job Status Tracking

• Tracking each repair from open to close
• Following up on parts, delays, and re-visits
• Flagging jobs that are stuck or overdue
• Keeping property managers updated on progress

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Vendor & Technician Communication

• Coordinating with in-house and third-party technicians
• Relaying access details, notes, and special instructions
• Managing approvals for parts and additional work
• Resolving scheduling conflicts between vendors

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Completion Documentation

• Collecting before/after photos and completion notes
• Organizing invoices and repair records
• Closing out work orders in your maintenance system
• Maintaining a clean history for each unit or property

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Recurring & Preventive Maintenance

• Scheduling recurring maintenance visits
• Tracking preventive maintenance calendars
• Reminders for inspections and seasonal upkeep
• Reporting on maintenance history by property