Maintenance Coordinator

Role Description

We are seeking a highly organized and proactive Maintenance Coordinator to support our HOA management company. This position plays a critical role in coordinating maintenance operations across multiple communities by managing work orders, tracking projects, coordinating vendors, organizing bids, and ensuring maintenance requests progress toward resolution.

The Maintenance Coordinator will work closely with the Director of Maintenance, community managers, vendors, and our administrative team. While our administrative staff assists with homeowner communication and administrative support, this position is responsible for overseeing the maintenance process itself and ensuring tasks, projects, and vendor activities remain organized and on schedule.

The ideal candidate is detail-oriented, highly organized, and excels at follow-up communication. Experience in property maintenance, facilities management, construction administration, or vendor coordination is strongly preferred.

• Monitor and manage maintenance requests through the company's work order and property management systems.
• Coordinate maintenance activities across multiple homeowner associations and properties.
• Conduct property inspections to identify maintenance needs, monitor project progress, and verify completed work.
• Meet onsite with vendors, contractors, and service providers to review projects, assess maintenance needs, and coordinate work.
• Develop and prepare scopes of work for maintenance, repair, and improvement projects for individual communities and clients.
• Obtain, organize, and track vendor bids for maintenance and repair projects.
• Schedule and coordinate vendors, contractors, and service providers.
• Follow up regularly with vendors regarding project status, scheduling, and completion timelines.
• Ensure maintenance work orders are accurately updated with notes, progress reports, and completion details.
• Track open maintenance requests and proactively identify projects requiring follow-up or escalation.
• Maintain organized records of bids, contracts, warranties, project documentation, and vendor communications.
• Track vendor invoices and assist with invoice processing to ensure accurate and timely payment.
• Verify completed work and ensure supporting documentation is received and properly recorded.
• Assist the Director of Maintenance with departmental organization, scheduling, reporting, and project coordination.
• Collaborate with the administrative team to ensure maintenance-related information is properly documented and communicated.

• Strong organizational and project coordination skills.
• Excellent follow-up and communication abilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Experience coordinating vendors, contractors, or service providers.
• Proficiency with work order management systems, property management software, Microsoft Office, and Google Workspace.
• Strong attention to detail and documentation.
• Ability to work independently and maintain accountability for assigned projects.
• Experience in property management, HOA management, facilities maintenance, construction administration, or a related field preferred.

Hourly Rate: $28.00–$32.00 per hour

We offer a competitive hourly wage based on experience, qualifications, and relevant industry background.

• HOA or property management experience.
• Facilities, maintenance, construction, or building operations experience.
• Vendor management and bid solicitation experience.
• Invoice tracking, project documentation, and administrative coordination experience.

• Maintenance requests are consistently tracked, updated, and moved toward resolution.
• Vendor bids are obtained promptly and organized efficiently.
• Projects remain on schedule and receive regular follow-up.
• Invoices and project documentation are accurately tracked and maintained.
• Open work orders are reduced and aging maintenance requests receive timely attention.
• The maintenance department operates in a highly organized and accountable manner across all managed communities.

All Seasons HOA Management, provides professional homeowners association management for communities in Park City, Utah and other resort markets across the western United States. The company currently serves 22 community and condominium associations in Utah, New Mexico, and Colorado, overseeing client assets exceeding $900 million. All Seasons HOA Management focuses on reliable operational management so HOA boards can concentrate on long-term decisions for their communities.

Services include financial oversight, building and grounds maintenance coordination, and 24-hour emergency response tailored to each association’s unique operational needs. The team specializes in supporting resort-based properties with diverse ownership structures and complex assets, with a primary service area in Park City, and Heber Valley, Utah.