Maintenance Administrator

WSH MANAGEMENT INC; Irvine (CA); On-site; USD 47,000 - 50,000; Full time

Job summary

WSH Management Inc. in Irvine, CA is seeking a detail-oriented Maintenance & Safety Coordinator to oversee incident tracking, compliance deadlines, and risk management across properties.

The role requires daily recordkeeping, coordinated reporting, and strong Excel/Yardi proficiency to support management and owners. You will manage incident files, supervise project timelines from inception to close, track permits and inspections, and generate regular reports.

Qualifications

• Experience in property management administration and maintenance coordination.
• Proficiency in Microsoft Excel; able to learn Yardi and related systems.
• Strong organizational, documentation, and follow-up skills.
• Willingness to travel to assigned communities.
• Ability to work independently and collaborate with teams.

Responsibilities

• Track and maintain all property incident reports with updates and deadlines.
• Use Yardi Case Manager to organize incident and risk-related cases.
• Maintain complete incident files with reports, photos, and corrective actions.
• Track water intrusion and remediation projects from start to close.
• Monitor permits, inspections, and renewal requirements.
• Maintain daily tracking logs in Excel and company systems.
• Prepare reports for management review.
• Follow up with managers and vendors to obtain required docs.
• Conduct periodic site visits to verify conditions and progress.
• Identify and escalate serious risk issues to leadership.
• Prepare weekly/monthly/ad hoc reports on incidents and deadlines.
• Track notices of violation and ensure timely resolutions.
• Monitor resident complaints and repair issues.
• Perform other duties as assigned.

Skills

Property mgmt admin

Maintenance coordination

Compliance tracking

Incident management

Risk management

Travel to sites

Documentation & reporting

Communication skills

Tools

Microsoft Excel

Yardi

Yardi Case Manager

Document management systems

Job description

Job Details

Job Location: Irvine, CA 92612, Position Type: Full Time, Salary Range: $34.00 - $36.06 Hourly, Travel Percentage: Up to 50% , Provide centralized oversight, daily tracking, documentation, and follow-up of maintenance compliance obligations, property incidents, risk management matters, and capital or corrective projects. Maintain reliable records from initial notification through final resolution to help protect WSH Management, residents, and ownership partners from preventable costs, missed deadlines, regulatory penalties, and liability exposure.

Schedule: Full-time (40 hours per week), Monday–Friday, 8:00 AM–5:00 PM

Benefits: Medical, Dental, Vision, Life Insurance; 401(k) with employer match

Time Off: Paid vacation and 15 paid company holidays

Key Responsibilities

• Track and maintain all property incident reports, including resident injuries, property damage, water intrusion, fire and life-safety events, environmental concerns, and other risk-related matters; ensure accurate status updates, assignment tracking, deadlines, and resolution records are consistently maintained.
• Utilize Yardi Case Manager to enter, organize, update, and monitor incident and risk-related cases; coordinate information and documentation with Risk Management, Property Management, and leadership teams as appropriate.
• Maintain complete and organized incident files, including reports, photographs, correspondence, vendor findings, estimates, corrective action plans, insurance or claim documentation, and closeout records; ensure confidential information is handled in accordance with company policies.
• Track water intrusion, mold, remediation, and abatement projects from initial reporting through testing, containment, remediation, clearance, reconstruction, and final project closeout.
• Monitor compliance-related permits, certifications, inspections, and renewal requirements, including boiler permits, elevator certifications, backflow testing, fire and life-safety inspections, emergency generator permits, and related regulatory deadlines.
• Maintain daily tracking logs for incidents, active projects, capital expenditures, budgets, approvals, corrective actions, compliance deadlines, and outstanding action items using Microsoft Excel and other approved company systems.
• Utilize Yardi, Yardi Case Manager, Microsoft Excel, and other company-approved software platforms to maintain accurate, auditable records and prepare reports for management review.
• Follow up with Property Managers, Maintenance personnel, Regional Managers, vendors, contractors, and internal departments to obtain required documentation, verify corrective actions, and ensure timely project completion.
• Conduct periodic property visits to verify site conditions, collect photographs and supporting documentation, review project progress, and confirm completion of assigned work and corrective measures.
• Promptly identify, communicate, and elevate serious incidents, overdue compliance requirements, potential claims, unresolved safety hazards, and other significant risk-related issues to the Director of Maintenance & Safety and appropriate leadership.
• Prepare weekly, monthly, and ad hoc reports summarizing open incidents, risk exposures, project status, overdue action items, compliance deadlines, and expiring permits or certifications.
• Track notices of violation, regulatory citations, inspection deficiencies, and required corrective actions; maintain supporting documentation, monitor compliance deadlines, and verify timely resolution of identified issues.
• Monitor maintenance-related resident complaints, habitability concerns, service requests, and unresolved repair issues requiring management attention, corrective action, or escalation.
• Perform other duties, special projects, administrative functions, and operational support responsibilities as assigned by the Director of Maintenance & Safety or executive management to support departmental objectives and organizational needs.

Qualifications

• Experience in property management administration, maintenance coordination, compliance tracking, incident management, risk management support, or a related field; demonstrated ability to support multiple operational functions while maintaining accuracy, organization, and established deadlines.
• Proficiency in Microsoft Excel with the ability to learn and effectively utilize Yardi, Yardi Case Manager, and other document management, reporting, and tracking systems to maintain organized, accurate, and auditable records.
• Strong organizational, documentation, and follow-up skills; ability to manage multiple projects, competing priorities, deadlines, and assignments across a diverse portfolio of properties and operational initiatives.
• Ability to travel to assigned communities, conduct site inspections, evaluate property conditions, document findings, monitor project progress, and support ongoing compliance and risk management efforts.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, identify potential risks, and promptly communicate or raise issues requiring management review, corrective action, or resolution.
• Ability to work independently while effectively collaborating with Property Managers, Maintenance personnel, Regional Managers, vendors, contractors, and internal departments to achieve operational objectives and project goals.
• Strong written and verbal communication skills with the ability to prepare clear, concise, and professional reports, correspondence, presentations, and supporting documentation for various audiences.
• Detail-oriented with the ability to maintain accurate records, review documentation for completeness and accuracy, identify discrepancies, and ensure compliance with company policies, procedures, regulatory requirements, and reporting standards.