Property Maintenance Office Manager (HOA)

Saddleback Inc•Rangeley, ME

1d•Onsite

About The Position

The Property Maintenance Office Manager (HOA) provides administrative and operational support for Saddleback’s property maintenance and homeowners association functions. This position helps coordinate maintenance requests, dispatch work to the appropriate team members, communicate with HOA owners, and maintain accurate records in Rent Manager. The role also supports parts and supply purchasing, PPE tracking, work-order documentation, and day-to-day office processes. The ideal candidate is organized, responsive, and comfortable balancing administrative details with frequent communication among property owners, vendors, employees, and resort departments.

Requirements

Strong administrative, organizational, and customer-service skills.
Clear and professional written and verbal communication.
Ability to manage multiple requests, deadlines, and follow-ups.
Accuracy when entering information and maintaining records.
Ability to learn and use Rent Manager and other company systems.
Good judgment when prioritizing requests and escalating urgent concerns.
Dependable attendance and punctuality.
Ability to work independently and collaboratively.

Nice To Haves

Previous office administration, dispatch, property management, maintenance coordination, or customer-service experience.
Experience with Rent Manager or another property-management system.
Familiarity with work orders, vendor coordination, purchasing, or inventory tracking.
Experience communicating with homeowners, tenants, vendors, or internal maintenance teams.
Proficiency with Microsoft Office or similar business software.

Responsibilities

Provide day-to-day administrative support for the Property Maintenance and HOA teams.
Maintain organized electronic and paper records, forms, correspondence, and department documentation.
Prepare, update, and distribute work orders, service records, schedules, and other operational documents.
Track outstanding maintenance requests and follow up to support timely completion.
Maintain calendars, meeting notes, and department communications as needed.
Help develop and maintain consistent office procedures and recordkeeping practices.
Handle sensitive information professionally and maintain appropriate confidentiality.
Perform other administrative duties as assigned.
Receive and document maintenance requests from HOA owners, resort employees, and other contacts.
Enter and update work orders and related information in Rent Manager.
Coordinate and dispatch work requests to the appropriate maintenance team member or vendor.
Communicate priorities, access details, and relevant job information to the maintenance team.
Monitor request status and follow up with staff or vendors when additional information is needed.
Keep requesters informed about scheduling, status, and next steps.
Escalate urgent, safety-related, or complex requests to the appropriate manager.
Help coordinate scheduling and access for inspections, repairs, and vendor visits.
Serve as a professional point of contact for HOA owners with property maintenance questions or requests.
Respond to calls, emails, and other inquiries in a timely and courteous manner.
Gather the details needed to understand and route requests appropriately.
Provide updates on work orders and coordinate follow-up with the maintenance team.
Direct questions outside the role’s authority or responsibility to the appropriate manager.
Maintain a helpful, calm, and professional approach when handling concerns or competing priorities.
Maintain accurate property, owner, work-order, and service information in Rent Manager.
Enter updates promptly and follow established standards for data accuracy.
Help keep records of maintenance history, vendor work, inspections, and related communications.
Identify missing or inconsistent information and follow up with the appropriate person.
Support reporting and record requests by gathering and organizing relevant information.
Protect confidential and sensitive information in accordance with company procedures.
Assist with ordering parts, supplies, and materials for property maintenance work.
Coordinate purchasing requests with the maintenance team and follow established approval procedures.
Track orders, delivery dates, and outstanding items; communicate delays or issues.
Maintain records of purchases and supporting documentation.
Monitor assigned PPE and supply inventories and notify the manager when items need replenishment.
Help organize parts, supplies, and PPE records so items can be located and issued as needed.
Work cooperatively with Property Maintenance, HOA, Finance, and other resort departments.
Communicate clearly and promptly about scheduling, work requests, parts, supplies, and owner needs.
Participate in required meetings and training.
Follow company policies and safety procedures while working in office, storage, and maintenance areas.
Report safety concerns, property damage, and operational issues to the appropriate manager.
Perform other duties as assigned.

Benefits

Complimentary season pass
Free or discounted tickets for friends and family
Complimentary ski and snowboarding lessons
Employee discounts on food, retail merch and equipment
Competitive Pay
401k Retirement plan with a generous employer match
Health Savings Accounts with a generous employer contribution (based on product selection)
Health, Dental, Vision, Disability & Life insurance
Ancillary insurance: Accident, hospital indemnity and pet insurance
Vacation & PTO (including celebrating holidays)