Maintenance Administrator

WSH Management, Inc; Irvine (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) employer match

Paid vacation

15 company holidays

Job summary

WSH Management, Inc. is seeking a maintenance compliance specialist to oversee incident tracking, risk management, and documentation across multiple properties in Irvine, CA. You will manage case files, coordinate with Risk Management, and ensure timely closeout of corrective actions.

The role requires strong Excel and Yardi Case Manager skills, with the ability to handle confidential information and maintain auditable records for leadership review.

Qualifications

• Experience in property management administration or maintenance coordination.
• Ability to manage multiple operational functions with accuracy and deadlines.
• Strong written and verbal communication skills.

Responsibilities

• Track and maintain all property incident reports, including injuries, property damage, water intrusion, and life-safety events.
• Use Yardi Case Manager to enter, organize, update, and monitor incident and risk cases; coordinate with Risk Management and leadership.
• Maintain complete incident files with reports, photos, vendors’ findings, and closeout records; handle confidential information per policy.
• Track water intrusion, mold, remediation, and abatement projects from report to closeout; oversee testing and clearance.
• Monitor permits, certifications, inspections, and renewal deadlines (boilers, elevators, backflow, fire/life-safety).
• Maintain daily tracking logs for incidents, active projects, budgets, approvals, and deadlines using Excel and other systems.
• Follow up with managers, maintenance staff, vendors, and departments to obtain required docs and ensure timely completion.
• Conduct periodic site visits to verify conditions, collect documentation, and confirm progress and completion of corrective actions.
• Escalate serious incidents, overdue regulatory requirements, and safety hazards to the Director of Maintenance & Safety.

Skills

Microsoft Excel

Yardi Case Manager

Documentation

Tools

Yardi

Yardi Case Manager

Job description

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 PMBenefits: Medical, Dental, Vision, Life Insurance; 401(k) with employer matchTime Off: Paid vacation and 15 paid company holidaysKey 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 escalate 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.• 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 escalate 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.