Part-time Maintenance Administrative Coordinator (WA)

Introduction:

At Best, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary:

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.

Essential Duties and Responsibilities:

Administrative and Scheduling

• 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.

Vendor and Contractor Coordination

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.
• Maintaining vendor and service information.
• Escalating significant issues, delays, or concerns to the Board.

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

Recurring Services and Compliance

Track and coordinate required inspections, permits, recurring services, and compliance-related requirements, including:

• Pool: Coordinate the annual pool permit and required compliance activities with the King County Health Department, including tracking the five-year pool drain cover replacement requirement.
• HVAC: Schedule annual inspection/service with Captive Aire and maintain service records.
• Gate operations: Coordinate required services with Automated Gate.
• Pest control: Schedule recurring service with Purcor.
• Carpet cleaning: Coordinate carpet cleaning with Alpine, including the established one-floor-per-month schedule and resident notices.
• Window cleaning: Schedule window cleaning with Skyscraper, including the 11 and 12 stack windows, resident notices, and calendar updates.
• Laundry ventilation: Schedule annual laundry vent cleaning/service with Alpine.
• Fire alarm: Coordinate annual testing and maintain documentation.
• Sprinkler systems: Coordinate required testing, including systems serving the garbage areas.
• Pump station: Coordinate required inspections, service, and cleaning/clean-out as applicable.
• Building inspection: Coordinate the annual inspection of crawl spaces and areas beneath the building.
• Exterior maintenance: Track and coordinate Board-approved exterior painting, railing maintenance, and other identified exterior needs.
• Garbage and recycling: Monitor recurring service requirements with SPU and coordinate follow-up when service issues arise.

Maintain records of completed services, inspections, permits, and related documentation.

Resident Move-In and Move-Out Assistance

• Assist with coordinating resident move-ins and move-outs.
• Coordinate move-in/move-out scheduling and communicate applicable procedures and requirements to residents.
• Coordinate access to common areas, elevators, or other property resources as needed.
• Communicate move-in/move-out dates and related information to the Management Company and appropriate property personnel.
• Maintain records and update the property calendar as needed.

Maintenance Records and Expenses

• 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.

Resident and Board Communication

• 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.

Management Company Coordination

• 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.