Maintenance Coordinator – HOA Management

Company Position Title:  Maintenance Coordinator

Job Summary: The Maintenance Coordinator is responsible for overseeing and coordinating the maintenance and repair activities for homeowners’ associations (HOAs) managed by the company. This role requires strong communication skills to effectively liaise with the on-site Board of Directors, vendors, and contractors. 

The Coordinator will ensure that properties are well-maintained, compliant with community standards and that all maintenance tasks are managed efficiently from a distance. 

---

Key Responsibilities:

• Maintenance Coordination: 
  • Serve as the primary point of contact for all maintenance-related requests between the HOA property managers, vendors, and contractors. 
  • Prioritize, schedule, and coordinate maintenance and repair tasks ly, ensuring timely completion and high-quality work. 
  • Track and manage work orders from initiation to completion, including follow-up to ensure issues are resolved satisfactorily. 

•  Close Communication with HOA Property Managers for On-Site Coordination & Requirements 
  • Work closely with the HOA Property Managers, relying on them for inspections, updates, and verification of completed maintenance tasks. 
  • Provide the HOA Property Managers with clear instructions, expectations, and timelines for tasks requiring the HOA Board of Directors on-site assistance.
• Vendor Management: 
  • Identify, hire, and manage third-party vendors and contractors for various maintenance services, such as landscaping, plumbing, electrical work, and general repairs. 
  • Negotiate contracts and agreements with vendors to secure favorable terms and pricing. 
  • Conduct regular evaluations of vendor performance to ensure service quality and compliance with contracts.  

• Inspection and Compliance ( Coordination):
  • Coordinate with the HOA Property Managers for the HOA to conduct regular property inspections and identify maintenance needs, potential hazards, and areas for improvement. 
  • Ensure all maintenance activities comply with HOA guidelines, local regulations, and safety standards by working closely with HOA property managers and vendors.
  • Assist in preparing and updating maintenance schedules and plans for seasonal and preventive maintenance tasks.

• Budget and Cost Management: 
  • Assist the Property Manager in developing and managing the maintenance budget for each HOA community. 
  • Provide input on cost-effective maintenance solutions and improvements.

• Communication and Reporting:
  • Maintain clear and open communication with HOA property managers regarding maintenance issues, project status, and any delays. 
  • Prepare and present regular maintenance reports to HOA property managers detailing completed tasks, upcoming projects, and budget utilization. 
  • Address resident concerns and complaints related to maintenance as coordinated by the HOA property managers, in a professional and timely manner.
• Emergency Response ( Coordination): 
  • Respond promptly to maintenance emergencies by coordinating immediate actions with HOA property managers, vendors, and contractors. 
  • Ensure that all emergency maintenance procedures are up-to-date and communicated to relevant parties. 

---

• Qualifications: 

• Education: Bachelor’s degree in Civil Engineering, Architecture, or a construction industry-related field preferred. 
• Experience: Minimum of 2-3 years of experience in property management, project management, maintenance coordination, or a related role. Experience working with HOAs is a plus. 

• Skills: 

• Strong organizational and time management skills. 
• Excellent communication and interpersonal skills, particularly in settings.
• Ability to multitask and manage multiple projects simultaneously. 
• Must have a strong sense of proactiveness 
• Proficiency in using property management software, Microsoft Office Suite, and other relevant tools. 
• Knowledge of general maintenance procedures, building systems, and relevant local regulations.