Regional Association Coordinator

Description

Beaverton, OR

Job Title: Community On-Site Coordinator, full time OR part time

Functional Direction: Board Chair and Secretary (for priorities and focus)

Department: Association

FLSA Status: Non-Exempt

Location: On-site, Beaverton, OR

POSITION SUMMARY

The Community On-Site Coordinator is one of two on-site points of contact for owners and residents of the Association. The role supports the Association Manager, and on/off-site Coordinators and the Board by:

• Coordinating owner communications and basic inquiries
• Entering, cleaning, and tracking work-order data
• Conducting regular site walks and documenting conditions
• Supporting vendor coordination and budget/reserve planning tasks
• Managing day-to-day records related to leases, permits, clubhouse, and RV lot

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Owner & Resident Interface

• Gain full working knowledge of association rules, regulations, and current resolutions/handbook.
• Respond promptly and courteously to owner and resident inquiries via email, phone, and in person.
• Provide basic guidance on processes (how to submit maintenance requests, violation concerns, ARC requests, clubhouse use, RV registration, etc.).
• Log all substantive owner interactions in Management Software or an agreed tracker so issues are traceable and not lost.

2. Work-Order Intake, Tracking & Data Quality

• Enter all owner maintenance requests into the Association’s work-order system (e.g., Vantaca) within one (1) business day.
• For every work order, ensure core data fields are populated and accurate: building, unit, location/area, issue category, priority, status.
• Route work orders correctly to the on-site handyman when within Board-approved handyman scope; otherwise to the manager for vendor assignment.
• Monitor aging of work orders; follow up on items older than agreed thresholds and elevate stalled or high-risk items (water, safety, access) to Management and the designated Board officer.
• Support preparation of the Work-Order Status Report for each Board meeting using Vantaca data and Board-requested roll-ups (e.g., counts by category, aging buckets, building).

3. Site Walks, Violations & Condition Reporting

• Conduct regular scheduled site walks (e.g., weekly or as directed) using a standard checklist (siding, decks, roofs as visible, walkways, lighting, pavement, drainage, water features, trash, etc.).
• Document observed issues with photos and concise descriptions; create work orders where appropriate.
• Flag urgent items (safety issues, active water intrusion, hazards) immediately to Management and the designated Board officer.
• Support bi-weekly or Board-directed violation inspections; prepare draft violation letters and send them per Management/Board direction.

4. Owner Records, Leases, Permits & Access

• Maintain up-to-date records of all owners, tenants, and other key contacts; log changes and coordinate with Management for updates in the owner database.
• Maintain and update lease tracking spreadsheets to ensure all rental information is current.
• Issue and maintain records of vehicle and pet registrations, key fobs/cards, and any other permits required by the Association.
• Manage RV lot assignments and keys; ensure records are current, reconciled with billing, and consistent with rules.
• Handle clubhouse reservation requests, ensure rules and cleaning expectations are communicated, and keep a clear calendar.

5. Meeting & Administrative Support

• Assist with preparation for Board and owner meetings: room setup, sign-in sheets, handouts, projector/Zoom links, and basic tech checks.
• Attend on-site Board meetings as requested; may take draft minutes for Management/Board when assigned.
• Maintain an organized electronic and/or physical file for notices, agendas, minutes, resolutions, and key correspondence, following Management procedures.
• Maintain a basic Board action-item log with status and due dates; feed updates into Management meeting reports and Board packets.
• Keep a daily communication log so Management and the Board can see notable issues, patterns, and follow-ups.

6. Information Coordination, Dashboards & Exports

• Maintain a simple Community Dashboard (Excel or SharePoint) summarizing, at minimum:
  • Number of open work orders
  • Number of new work orders this month
  • Major issues by category and/or building
  • Any repeated issues (e.g., chronic leaks in a building)
• Review quarterly work-order exports, clean obvious gaps (missing building/unit/category), and highlight trends or anomalies for the Board and…