Maintenance Coordinator

Associa OnCall is the dedicated maintenance division of Associa, providing professional maintenance, repair, and project support services to homeowner and condominium associations. We pride ourselves on delivering exceptional service, responsive communication, and quality workmanship that helps communities thrive.

The Associa OnCall Maintenance Coordinator is a key member of the operations team responsible for coordinating maintenance requests, scheduling technicians and contractors, tracking work orders, supporting customer communications, and ensuring timely and accurate billing documentation. This role serves as the central hub between homeowners, community managers, field technicians, vendors, and leadership. The ideal candidate is highly organized, customer-focused, technology-savvy, and able to thrive in a fast-paced environment where priorities can change quickly.

• Receive, create, schedule, and monitor maintenance work orders from start to completion.
• Coordinate daily schedules for maintenance technicians and service providers.
• Prioritize service requests based on urgency, customer needs, and operational requirements.
• Track job progress and provide updates to customers, community managers, and internal stakeholders.
• Ensure completed work orders are properly documented and closed.

• Serve as a primary point of contact for homeowners, board members, community managers, vendors, and maintenance staff.
• Respond to phone calls, emails, and service requests professionally and promptly.
• Communicate scheduling updates, project timelines, and service status information.
• Resolve routine customer concerns and escalate complex issues when appropriate.
• Deliver exceptional customer service while maintaining professionalism and empathy.

• Collect and organize labor, materials, and service documentation for customer billing.
• Review work order details for accuracy and completeness.
• Assist with invoice processing, proposal tracking, and project documentation.
• Maintain accurate records within company software and databases.
• Prepare reports, spreadsheets, and operational updates as requested.

• Schedule contractors and vendors for maintenance services and community projects.
• Obtain and track vendor proposals, approvals, and service completion.
• Support special projects and preventative maintenance initiatives.
• Monitor open projects and ensure appropriate follow-up occurs.

• Support the Maintenance Manager and Operations team with daily administrative and operational functions.
• Assist with process improvements that enhance efficiency and customer satisfaction.
• Collaborate with technicians, community managers, and branch leadership to ensure service excellence.
• Perform additional duties and special projects as assigned.

• High School Diploma or GED.
• Minimum of 2 years of experience in customer service, administrative support, scheduling, dispatching, operations coordination, property management, maintenance coordination, or a related field.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail and problem-solving skills.
• Proficiency with Microsoft Outlook, Excel, Word, Teams, and other business systems.

• Experience in HOA, condominium, property management, maintenance, construction, or service operations.
• Experience coordinating field personnel or service technicians.
• Knowledge of work order management systems and scheduling software.
• Associate degree or equivalent work experience.

• Customer-first mindset
• Strong organizational and planning skills
• Ability to remain calm under pressure
• Professional communication and relationship-building skills
• Ability to analyze issues and coordinate effective solutions
• Strong follow-through and accountability
• Ability to work independently and collaboratively
• High level of professionalism and confidentiality