Maintenance-Coordination-firstban

Maintenance requests pile up fast: work orders to log, vendors to chase, tenants to schedule and invoices to match. Magellan Solutions provides maintenance coordination for property managers, with a managed team that works in your property management software to log every request, assign and schedule your vendors, follow each job up until it's closed, and match the invoice before it's paid.

Maintenance Coordination

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1-800-371-6224

At a Glance

Best For Residential and multifamily property managers, commercial property managers, HOA management firms and real estate investment firms
Core Support Work order management, vendor scheduling and follow-up, preventive maintenance scheduling, and work order closeout with invoice matching
Engagement A managed coordination team, sized to your work order volume
Channels Phone and email with tenants and vendors, plus SMS when included in your workflow
Delivery Philippines-based maintenance coordinators working in your property management software, scheduled to your business hours or an extended shift

Real Estate Companies Must Minimize Downtime and Disruption During Maintenance Work

Real estate properties need routine repairs and upkeep, but the work can't inconvenience tenants or leave units out of action longer than necessary. Every request needs a work order, a vendor, an access time and a follow-up, and property managers rarely have the hours to chase them all.

 

When work orders sit open, tenants keep calling, vendors miss appointments and invoices arrive for jobs nobody checked. Magellan Solutions' maintenance coordination team keeps every request moving, from the first log entry to the closed work order and the matched invoice.

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Our Maintenance Coordination Services

Magellan Solutions offers maintenance coordination services that serve as a reliable communication bridge between real estate companies, tenants, and service vendors.  Our maintenance coordination services optimize communication and protect long-term property value.

Work Order Management

Log every maintenance request as a work order, with the unit, the issue, photos from the tenant and the priority your team sets, so nothing lives in an inbox or a voicemail.

Vendor Dispatch Coordination

Assign each job to the right vendor from your approved list, schedule access with the tenant, confirm the appointment and follow up until the vendor reports the work done.

Preventive Maintenance Scheduling

Keep your recurring work on the calendar, such as HVAC servicing, inspections, landscaping and janitorial visits, and book the crews and the tenant notices that go with it.

Work Order Closeout & Invoice Matching

Confirm the job with the tenant, close the work order, and match the vendor's invoice to it, so your team approves bills against completed work.

Your team stays in control of spend. Coordinators follow your approval limits and send anything above them to your property manager for a decision.

 

Maintenance coordination is part of our property management back office services. For after-hours maintenance calls and emergency dispatch, see our 24/7 emergency maintenance answering. If you want one dedicated person handling maintenance alongside your other admin, that's our property management virtual assistant.

Why Real Estate Organizations Outsource Maintenance Coordination Services

Property managers want work orders closed on time and tenants kept informed, without adding coordinators to the payroll. Outsourcing maintenance coordination gives them a team that handles the follow-up every day.

Lower Coordination Costs

Philippine delivery typically runs 40–60% below the cost of an onshore maintenance coordinator once salary, benefits, recruitment and training are counted.

Coverage That Fits Your Schedule

Coordinators are scheduled to your business hours or an extended shift, so work orders keep moving early in the morning and into the evening.

Clear Tenant Updates

Tenants hear when the vendor is booked and when the job is done, which means fewer "any update?" calls to your office.

Productivity Boost

By offloading high-volume, repetitive administrative tasks, real estate organizations gain more time to focus on asset strategy and investor relations.

Compliance and Data Security, Built In

Maintenance coordination means handling tenant contact details, unit access information and vendor invoices. Magellan Solutions operates under certified security standards, role-based access and enforceable confidentiality agreements to keep that information private.

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Certified Standards

Magellan holds ISO 27001 and PCI-DSS certifications, the recognized benchmarks for information security and payment data. See our certifications.

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Controlled Data Access

Network and IT infrastructure sits in secured, IT-only locations. We password-protect workstations and servers at all access levels and turn off physical data-entry points to prevent unauthorized transfer.

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Enforceable Confidentiality

Every employee signs a confidentiality agreement before job assignment—subject to Philippine law and prosecutable for breaches. Access to your data is limited to the team working on your account.

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Continuity You Can Count On

Continuous data backup, off-site copies, backup-center planning and power-blackout protection keep your work orders moving when unexpected circumstances affect normal operations.

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    Who We Support

    Residential Property Management Companies

    Multifamily & Apartment Operators

    Single-Family Rental Operators

    Commercial Property Managers

    HOA & Community Association Managers

    Student Housing Operators

    Real Estate Investment Firms

    Mixed-Use & Retail Property Owners

    Don't see your business type? Our maintenance coordination workflows can be tailored to your property maintenance requirements, repair scheduling, vendor communication, work order tracking, tenant requests, service follow-ups, and property upkeep procedures.

    Our Onboarding Process

    Requirements Setting

    1

    1

    Call center outsourcing

    Recruitment

    2

    2

    Agent Training

    3

    3

    Campaign Incubation

    4

    4

    Campaign Go Live

    5

    5

    Frequently Asked Questions

    FAQ
    What is maintenance coordination services outsourcing?
    Maintenance coordination outsourcing is hiring a third-party team to manage the paperwork and follow-up behind your maintenance: logging work orders, scheduling vendors and tenants, following up until jobs are done, and matching invoices to completed work.
    Do you handle after-hours emergency maintenance calls?
    That's a separate service. Our 24/7 emergency maintenance answering team takes after-hours calls and dispatches your on-call vendor. Your maintenance coordinators then pick up the work order the next business day and see it through to closeout.
    Do your coordinators approve repairs or vendor invoices?
    No. Coordinators follow your approved vendor list and spending limits, and anything above those limits goes to your property manager. They match each invoice to its completed work order, but payment approval stays with your team.
    What specific maintenance coordination tasks can be outsourced?
    Logging maintenance requests, creating and prioritizing work orders, assigning vendors, scheduling access with tenants, confirming appointments, following up on open jobs, closing work orders, matching vendor invoices, and keeping preventive maintenance on the calendar.
    Can you handle peak seasons or sudden surges?
    Yes. We size the coordination team to your work order volume and can add coordinators for seasonal peaks, such as turnover season or the first cold snap, without you hiring.
    How quickly can a maintenance coordination team get started?
    Most programs launch in four to six weeks, covering requirements, recruitment, training on your software, vendor list and approval rules, and a supervised incubation period before go-live.
    How is this different from a property management virtual assistant?
    A maintenance coordination team is a managed team working through your work orders by volume. A property management virtual assistant is one dedicated person who handles maintenance follow-up alongside your inbox, calendar and other admin.

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      Toll Free: 1 800 371 6224

      US:  +1 650 204 3191

      UK: +44 8082 803 175

      AU: +61 1800 247 724