Access Control Coordinator

Capital Consultants Management Corporation • San Antonio, TX

3d • Onsite

About The Position

The Access Control Coordinator is responsible for administering, supporting, and optimizing physical access control across all managed communities, including FOB and access card issuance, device programming, and gate access scheduling. The Access Control Coordinator oversees resident, Board, and Community Manager requests related to access control, serving as the primary point of contact for administrative and operational issues while partnering closely with IT on system support, platform issues, and reporting. This role requires strong organizational skills, excellent communication, and the ability to manage high request volume across hundreds of communities in a fast-paced environment.

Requirements

• 2+ years of experience in HOA/community association operations, customer service, or physical security/access control administration.
• Comfortable working within access control software platforms and performing basic first-line troubleshooting before escalating to IT.
• Strong organizational and multitasking skills; able to manage high request volume across hundreds of communities simultaneously.
• Excellent written and verbal communication skills for interactions with residents, Boards, and Community Managers.

Nice To Haves

• Experience with community association management software a plus.
• Texas DPS Private Security Board license (e.g., Electronic Access Control Device Installer license, registered under the company's Class B Security Contractor registration). Not required at this time, preferred given the licensing question raised regarding third-party administration of access control.

Responsibilities

• Own administration of physical access control (FOBs/cards, digital credentials, gate/device programming) across all managed communities.
• Maintain accurate, auditable records of credentials, devices, and requests across all communities.
• Manage day-to-day access requests from residents, Community Managers, and Boards, including gate access scheduling and after-hours/weekend requests.
• Serve as the escalation point for access control questions from Customer Service and Community Managers; ensure resident/homeowner communications route through the appropriate Community Manager rather than directly to IT.
• Train and support Customer Service staff on access control processes, tools, and escalation paths.
• Process and track programming fees, refunds, and related billing items in coordination with Accounting.
• Partner with IT on platform issues, system transitions, and reporting needs, escalating true technical issues (software defects, integration errors) appropriately.
• Monitor and maintain compliance with any applicable state licensing or certification requirements related to physical access control administration; coordinate with Legal/HR on required credentialing.
• Identify and recommend process improvements to reduce turnaround time and errors on access requests.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed