OPERATIONS COORDINATOR — MAINTENANCE DEPARTMENT
Full-Time Remote | $13–$15 USD per Hour | Hornberger Property Management
ABOUT THE ROLE
Hornberger Property Management is hiring a full-time remote Operations Coordinator to support our Maintenance Department. This is a fast-paced, high-communication position for someone who loves coordinating people, solving problems, following up, and keeping many moving parts organized.
This person will own our Vendoroo maintenance AI platform, oversee maintenance dispatches and estimate follow-up, completely manage the schedules of our general maintenance technicians during business hours, coordinate appliance replacements and larger maintenance projects, manage the Hornberger Contracting email inbox, and prepare completed-turn billing packages and job-costing summaries for review by the Maintenance Manager.
We are looking for one of the best coordinators we can find—someone with high energy, exceptional communication, strong organization, persistence, and a willingness to do what is necessary for the team.
WHAT YOU WILL OWN
Own and manage Vendoroo, our third-party AI maintenance platform, including platform performance, dispatch activity, troubleshooting quality, communication, training, and continuous improvement.
Review and oversee Vendoroo vendor dispatches from initial assignment through scheduling, estimate receipt, approval, and progress.
Follow up persistently on vendor estimates, unanswered dispatches, stalled work orders, resident scheduling, and owner approvals.
Completely own the daily scheduling and efficient routing of Hornberger’s general maintenance technicians during normal business hours.
Serve as the main point of contact between general maintenance technicians and the Maintenance Department during the workday.
Provide technicians with clear schedules, property information, access details, priorities, schedule changes, and timely support.
Coordinate appliance replacements by obtaining quotes, selecting an entry-level appliance matching the existing color, obtaining owner approval when needed, and coordinating delivery and installation with residents.
Manage maintenance projects that require an estimate and exceed $1,500, including estimate collection, owner submission, approval tracking, vendor coordination, and status communication.
Communicate directly and professionally with owners, residents, Property Managers, vendors, technicians, and internal leadership.
Manage the Hornberger Contracting email inbox by organizing messages, responding to routine matters, and flagging important items for the Maintenance Manager.
After a turn is fully complete and cleaners are finished, collect labor, material, and vendor invoices; separate owner- and tenant-responsible charges; and prepare a job-costing summary.
Prepare complete turn billing packages for Anna, the Maintenance Manager, to review and send for payment.
Identify recurring problems, Vendoroo errors, scheduling inefficiencies, communication gaps, vendor delays, and opportunities for automation or process improvement.
WHAT SUCCESS LOOKS LIKE
Vendoroo has evolved, is well trained, and can handle work orders effectively and efficiently.
Vendoroo dispatches are actively monitored and work orders do not stall without follow-up.
Technician schedules are organized, geographically efficient, and have very little avoidable downtime.
Technicians receive strong communication and feel informed and supported by the team.
Owners and residents receive proactive updates before they have to ask.
Appliance replacements and larger maintenance projects move from quote to approval to completion without unnecessary delays.
The Contracting inbox stays organized and important messages are escalated quickly.
Turn billing packages are complete, accurate, organized, and ready for review without missing information or unnecessary rework.
THE IDEAL CANDIDATE
Has exceptional written and verbal English communication skills.
Loves fast-paced, high-communication coordination work and enjoys a good challenge.
Is highly organized and can manage many open tasks without losing details.
Has high energy, urgency, persistence, and strong follow-through.
Is comfortable following up repeatedly with vendors, residents, owners, and teammates until an issue is resolved.
Can stay calm, professional, and solutions-focused when priorities change or people are frustrated.
Takes extreme ownership and does not blame other people or systems when something stalls.
Is confident using technology and learning new platforms, including AI-based tools.
Can make good decisions within established limits and knows when to escalate.
Works well independently in a remote environment while remaining highly connected to the team.
Has strong attention to detail, especially with schedules, estimates, invoices, documentation, and job-costing information.
Property management, maintenance coordination, dispatching, vendor management, project coordination, or billing experience is preferred but not required for an exceptional coordinator.
SYSTEMS YOU WILL USE
Vendoroo
AppFolio
Housecall Pro
Gmail / Google Workspace
Slack
Google Drive and Google Sheets
ChatGPT and other AI tools
IMPORTANT ROLE BOUNDARIES
This role does not coordinate, schedule, or manage turns. Turn involvement begins only after cleaners are finished and no additional work is required.
Maintenance work requiring an estimate and exceeding $1,500 is treated as a project.
Hornberger’s standard owner maintenance authority is $500, so most appliance replacements and higher-cost work require owner approval before proceeding.
This role prepares and packages turn billing information. The Maintenance Manager completes the final review and sends items for payment.
COMPENSATION & BENEFITS
$13–$15 USD per hour, based on experience and demonstrated ability.
Full-time remote position.
PTO and sick leave eligibility after 3 months.
Opportunity to help shape and improve a growing maintenance department and an evolving AI-powered maintenance platform.
OUR CORE VALUES
Growth Mindset
Unwavering Consistency
We Before I
Relentless Grit
Extreme Ownership
HOW TO APPLY
Please submit your resume and a short written response answering the following questions:
1. Tell us about a role where you coordinated multiple people, schedules, vendors, customers, or projects at the same time.
2. Describe a situation where a task stalled because someone was not responding. What did you do?
3. What tools or systems have you used to manage schedules, work orders, projects, inboxes, or billing documentation?
4. Why do you enjoy high-communication coordination work?
5. What does “extreme ownership” mean to you in a remote role?
Applications that do not include the written responses may not be considered.
Job Type: Full-time
Pay: $225.00 - $260.00 per hour
Experience:
- maintenance coordination: 3 years (Required)
- Property Management: 3 years (Required)
Work Location: Remote
