Maintenance Coordinator

Description Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Northern and Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large-scale onsite communities, and master-planned community associations. We have an excellent opportunity for a Maintenance Coordinator to join our amazing environment with an opportunity for continuous growth and development. For more information, please continue reading below! Summary The Maintenance Coordinator is responsible for providing administrative, compliance, and operational support to the Maintenance Department. This position oversees maintenance records, work order tracking, vendor compliance, committee coordination, and community compliance initiatives to help maintain and enhance the value, appearance, and functionality of the community. The Maintenance Coordinator serves as a key liaison between residents, contractors, staff, Board Members, and committee members while ensuring accurate documentation and adherence to community standards. What We Offer Competitive Salary Work-Life Balance Opportunities for Career Growth Training and Mentorship from Successful Leaders in the HOA Industry Cell Phone Stipend Mileage Reimbursement Medical (HMO and PPO), Dental, and Vision Flexible Spending Account Pet Savings Pre-Paid Legal Employer Paid Basic Life/AD&D Insurance Voluntary Life and Short-Term Disability Insurance Free Employee Assistance Program 401(k) Retirement Plan with Company Match Financial and Health/Wellness Education Bereavement and Mandated Leave of Absence Applicable Paid Time Off (PTO) 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays) Requirements Essential Job Duties and Responsibilities Serve as the primary administrative liaison to the Architectural Committee and Maintenance Committee. Coordinate and maintain all architectural review applications, records, approvals, and related documentation in accordance with community governing documents and established procedures. Schedule, prepare agendas, maintain records, and provide administrative support for Architectural and Maintenance Committee meetings. Conduct regular community inspections to identify maintenance concerns and compliance issues and document findings for follow-up action. Monitor and track maintenance work orders to ensure timely completion and proper documentation. Maintain maintenance, vehicle, equipment, and asset records, including preventive maintenance schedules and service logs. Coordinate vendor and contractor documentation, including insurance certificates, licenses, and compliance requirements. Assist with oversight and coordination of contractor activities to ensure work is completed according to contract specifications and community standards. Maintain department inventory and coordinate purchasing of maintenance, janitorial, and office supplies. Prepare and maintain reports, spreadsheets, correspondence, and compliance documentation related to maintenance operations. Support the Maintenance Supervisor with planning, scheduling, project tracking, and departmental administrative functions. Promote and support safe work practices in compliance with company policies and applicable local, state, and federal regulations. Practice and adhere to Keystone Core Values, Mission and Vision. Perform other duties as assigned by the supervisor. Qualification Requirements Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and electronic recordkeeping systems. Strong organizational, administrative, and document management skills. Ability to maintain accurate records, reports, work order documentation, and compliance files. Experience coordinating schedules, tracking projects, and managing multiple priorities in a fast-paced environment. Strong attention to detail and ability to maintain confidentiality when handling sensitive information. Ability to communicate effectively with residents, vendors, contractors, staff, and Board Members. Must possess a valid Driver’s License and maintain a clean DMV record. Must have reliable transportation and the ability to drive to and from communities. Verifiable references. Able to pass a background check. Education and/or Experience Minimum of two (2) years of experience in HOA, property management, facilities management, maintenance administration, or a related field. High School Diploma or GED required. Work Environment The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Ability to drive to communities. Ability to sit, stand, and operate business equipment. Typical office environment with low-level noise exposure. Ability to sit, stand, and walk for extended periods. Ability to conduct community inspections and site visits as needed. Ability to reach, grasp, bend, twist, push, pull, and carry materials. Must be able to lift up to 25 pounds. Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to View email address on click.appcast.io for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities. Keystone Pacific Property Management, LLC is an equal-opportunity employer. All applicants will be subject to a Background and DMV Check. #J-18808-Ljbffr