Maintenance Project Coordinator

Job Title: Maintenance Project Coordinator

Location: Remote (Philippines preferred, but open to global talent)

Salary Range: 1000 – 1280 USD/month

Work Schedule: Monday – Friday, 8:00 AM to 5:00 PM (PST)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Sagan provides a high-performance remote work environment, ensuring access to world-class opportunities for top-tier professionals.

About the Company:

Sagan represents a fast-growing U.S.-based maintenance and property services company that manages insurance-related repairs, multi-trade service projects, and a broad subcontractor network. The company emphasizes operational excellence, accountability, and consistent communication across property owners, managers, and service providers.

Position Overview:

We are seeking a detail-oriented and proactive Maintenance Project Manager to support high-complexity maintenance and insurance restoration projects. This role combines subcontractor coordination, project execution oversight, and vendor onboarding. You’ll ensure projects move smoothly from initial assessment through completion, while managing internal updates and quality standards.

Key Responsibilities:

Maintenance & Insurance Project Coordination.

• Manage multi-trade maintenance projects, including insurance repairs, mitigation follow-up, and specialty scopes (e.g., flooring, plumbing, reconstruction).
• Interpret inspection reports, adjuster documentation, and scopes to determine required trades and sequencing.
• Assign and track work orders using Property Meld, maintaining updated notes, schedules, and documentation.
• Coordinate with vendors, subcontractors, and internal teams to ensure timely project execution.
• Communicate with property managers, owners, and tenants on project updates, access needs, and timelines.
• Monitor progress, escalate issues, and verify completion per company quality standards.
• Support invoicing and documentation verification upon project closeout.

Subcontractor Outreach & Onboarding

• Source and vet subcontractors across trades by reviewing licenses, insurance, references, and pricing.
• Ensure subcontractors meet operational standards, including communication protocols and pricing policies.
• Onboard new vendors and maintain an organized database of contacts, service areas, and specialties.
• Track vendor performance and assist in assigning work based on reliability and capacity.

Internal Communication & Coordination

• Serve as liaison between stakeholders, including property managers, tenants, subcontractors, and internal teams.
• Draft clear, professional communications regarding approvals, scheduling, and job status.
• Participate in weekly team meetings and project reviews.

Compliance & Quality Control

• Ensure subcontractors adhere to safety guidelines, compliance documentation, and professional standards.
• Maintain accurate project records, including photos, technician notes, and insurance logs.
• Identify process improvements and support SOP updates related to project coordination.

Qualifications:

• 2–3 years of experience in project coordination, vendor management, or property maintenance.
• Excellent written and verbal English communication.
• Strong organizational skills and attention to detail.
• Familiarity with project or property management platforms (e.g., AppFolio, Property Meld, Trello, Asana).
• Ability to multitask and manage deadlines across multiple projects.

Nice to Haves:

• Experience working with U.S.-based property management or construction teams.
• Familiarity with insurance claims, mitigation workflows, or compliance documentation.
• Prior exposure to subcontractor sourcing and onboarding.
• Comfortable with spreadsheets and pricing review processes.