HOA MAINTENANCE COORDINATOR

About the Role

The HOA Maintenance Coordinator serves as the central logistics and communication hub for our regional HOA property management operations. Operating out of our San Luis Obispo office, this role provides critical support to four well-established regional offices across California. Working in close partnership with the Manager of Maintenance Operations, you will act as the primary liaison between Community Management teams, homeowners, and our workforce of 7 field technicians. This is a property-management-centric role focused on service coordination, fast-paced logistics, and high-quality administrative oversight—not construction management. The ideal candidate brings a high level of accountability, communication excellence, and operational transparency to a collaborative team environment.

Responsibilities

• Technician Scheduling: Strategically schedule, route, and optimize daily calendars for 7 field technicians operating throughout California.
• Work Order Lifecycle: Oversee maintenance requests from initial homeowner intake through to vendor/technician dispatch and final completion.
• Platform Management: Efficiently utilize BuildOps for technical dispatching and Vantaca for HOA property data tracking.
• Stakeholder Bridge: Serve as a professional, empathetic liaison between Community Managers, technical staff, and homeowners seeking service.
• Digital Correspondence: Manage heavy email volume and facilitate regional alignment syncs via Zoom.
• Feedback Loop: Deliver real-time technician feedback, field updates, and community developments directly to management.
• Managerial Alignment: Work hand-in-hand with the Manager of Maintenance Operations under a framework of complete transparency and mutual support.
• Standards Enforcement: Maintain the strict operational integrity and customer service standards established by Operations Management.
• Escalation & Visibility: Provide absolute visibility into work order delays, bottlenecks, or complex homeowner concerns, escalating them to leadership as needed.

Qualifications

• High School diploma or equivalent required.
• Minimum 2+ years of experience in property management coordination, customer service logistics, or fast-paced dispatching. HOA industry experience is highly preferred.
• Tech Savvy: Proficiency with property management and dispatch software (Vantaca and BuildOps experience is a major plus); strong comfort level with Zoom and professional email suites.
• Communication: Exceptional verbal and written communication skills with the emotional intelligence required to handle delicate homeowner inquiries calmly.
• Logistics Mindset: Strong geographic awareness of California regions to ensure smart, efficient technician routing.
• Attributes: High attention to detail, highly organized, and a preference for a structured, collaborative in-office work environment.

Schedule

Monday – Friday, 9:00 AM – 5:00 PM

Pay

$22.00-$28.00/Hourly DOE

Physical Requirements

• Ability to sit for extended periods during the workday.
• Ability to use a computer, keyboard, and mouse for prolonged periods.
• Ability to communicate effectively in person, by phone, and via video conferencing.
• Ability to read information on computer screens and printed documents.
• Ability to perform repetitive hand and wrist movements, such as typing.
• Ability to occasionally stand, walk, bend, or reach.
• Ability to lift, carry, push, or pull up to 10–20 pounds occasionally (such as office supplies or files).
• Manual dexterity is sufficient to operate standard office equipment, including computers, printers, copiers, and telephones.