Part-time Maintenance Administrative Coordinator (WA)

Seabreeze Management Company•Seattle, WA

31d•Onsite

About The Position

At Best, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. The Maintenance Administrative Coordinator is responsible for the administrative coordination of property maintenance activities, vendor and contractor services, recurring inspections, compliance requirements, records, scheduling, and resident communications for Spinnaker Bay Condominiums. The position supports the Board and Maintenance Technician by keeping maintenance activities organized, maintaining accurate records and calendars, coordinating vendors and contractors, communicating with residents and the Management Company, and ensuring recurring property requirements are scheduled and documented. The Maintenance Administrative Coordinator reports directly to the Board and communicates with the Management Company as required.

Requirements

Strong organizational and scheduling skills.
Ability to manage multiple recurring services, deadlines, and priorities.
Strong written and verbal communication skills.
Ability to coordinate vendors, contractors, residents, the Management Company, and the Board professionally.
Strong recordkeeping and administrative skills.
Ability to monitor follow-up items and ensure scheduled work is completed.
Ability to maintain confidentiality and exercise sound judgment.
Proficiency with basic computer, email, calendar, and document-management tools.
Ability to work independently and proactively.
High School Diploma or equivalent required.
Strong written and verbal communication skills in order to communicate effectively with employees and clients at all levels of the organization.
Proficiency with Outlook, MS Word, Excel, Adobe Acrobat, MAS 90, Internet Access, and Power Point.
Ability to lift up to 50 pounds, stand or walk for extended periods, and perform physical tasks as needed for maintenance activities, including pool upkeep.

Nice To Haves

The Maintenance Technician / Property Caretaker provides on-site access and support as needed.

Responsibilities

Maintain an organized property maintenance calendar.
Schedule vendors, contractors, inspections, recurring services, and other property-related appointments.
Maintain and update property information, service schedules, and administrative records.
Monitor upcoming maintenance and service requirements.
Check and respond to property-related emails, messages, and voicemail as appropriate.
Maintain documentation related to maintenance activities, services, inspections, permits, and recurring requirements.
Ensure residents receive appropriate notices regarding scheduled work or property activities.
Coordinate the administrative aspects of vendors and contractors working on the property, including requesting and coordinating service appointments, communicating property needs and service requirements, confirming dates, times, scope of work, and access requirements, coordinating resident notices when work affects residents or common areas, monitoring completion of scheduled services and following up on outstanding work, and maintaining vendor and service information.
Escalate significant issues, delays, or concerns to the Board.
Track and coordinate required inspections, permits, recurring services, and compliance-related requirements, including pool maintenance, HVAC servicing, gate operations, pest control, carpet cleaning, window cleaning, laundry ventilation, fire alarm testing, sprinkler system testing, pump station maintenance, building inspections, and exterior maintenance.
Monitor recurring service requirements with SPU and coordinate follow-up when service issues arise.
Maintain records of completed services, inspections, permits, and related documentation.
Assist with coordinating resident move-ins and move-outs, including scheduling, communicating procedures, coordinating access, and updating property personnel and the Management Company.
Maintain organized records of maintenance activities, repairs, vendor services, inspections, permits, and recurring property requirements.
Maintain vendor and contractor records and service information.
Track property-related expenses and approved purchases.
Collect and organize receipts and supporting documentation.
Submit appropriate records, receipts, and expense documentation to the Management Company.
Maintain documentation needed by the Board for property oversight and budgeting.
Communicate professionally and respectfully with residents and owners regarding maintenance activities, scheduled work, move-ins, move-outs, and property-related matters.
Prepare and distribute resident notices regarding scheduled maintenance, inspections, vendor work, and other property activities.
Receive and organize resident maintenance concerns and route them to the Maintenance Technician, Board, Management Company, or vendor as appropriate.
Provide the Board with updates regarding maintenance activities, vendor performance, outstanding issues, and upcoming requirements.
Maintain confidentiality and communicate with residents fairly and impartially.
Provide the Management Company with required maintenance records, receipts, invoices, service documentation, and other administrative information.
Coordinate with the Management Company regarding property services, resident communications, and administrative requirements.
Follow established procedures for submitting expenses and property documentation.
Assist the Board with maintaining accurate property records and information.