Facilities and Compliance Coordinator

Pilot Property Management, Inc.; California (MO); On-site; USD 44,083 - 48,216; Full time

Benefits offered by this job

Competitive salary

Medical, dental, and vision benefits

401(k) retirement plan with company match

Paid time off (PTO)

Job summary

Pilot Property Management, Inc. seeks a Maintenance Coordinator responsible for administrative support in maintenance operations. This role includes tracking work orders, vendor compliance, and community inspections.

The ideal candidate should have at least two years of experience in property management and strong organizational skills, along with proficiency in Microsoft Office. The position offers competitive pay and opportunities for career growth.

Qualifications

• Proficiency with Microsoft Office Suite required.
• Minimum of two years experience in property management or related field.
• Strong attention to detail and ability to maintain confidentiality.

Responsibilities

• Coordinate maintenance records and work orders.
• Oversee compliance and vendor documentation.
• Conduct community inspections and document findings.

Skills

Microsoft Office Suite

Organizational skills

Document management

Communication skills

Education

High school diploma or GED

2 years of experience in property management

Job description

Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Northern and Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned‑unit developments, condos, mixed‑use, commercial, new project developments, large‑scale onsite communities, and master‑planned community associations.

Summary

The Maintenance Coordinator is responsible for providing administrative, compliance, and operational support to the Maintenance Department. This position oversees maintenance records, work order tracking, vendor compliance, committee coordination, and community compliance initiatives to help maintain and enhance the value, appearance, and functionality of the community. The coordinator serves as a key liaison between residents, contractors, staff, board members, and committee members while ensuring accurate documentation and adherence to community standards.

Responsibilities

• Serve as the primary administrative liaison to the Architectural Committee and Maintenance Committee.
• Coordinate and maintain all architectural review applications, records, approvals, and related documentation in accordance with community governing documents and established procedures.
• Schedule, prepare agendas, maintain records, and provide administrative support for Architectural and Maintenance Committee meetings.
• Conduct regular community inspections to identify maintenance concerns and compliance issues and document findings for follow‑up action.
• Monitor and track maintenance work orders to ensure timely completion and proper documentation.
• Maintain maintenance, vehicle, equipment, and asset records, including preventive maintenance schedules and service logs.
• Coordinate vendor and contractor documentation, including insurance certificates, licenses, and compliance requirements.
• Assist with oversight and coordination of contractor activities to ensure work is completed according to contract specifications and community standards.
• Maintain department inventory and coordinate purchasing of maintenance, janitorial, and office supplies.
• Prepare and maintain reports, spreadsheets, correspondence, and compliance documentation related to maintenance operations.
• Support the Maintenance Supervisor with planning, scheduling, project tracking, and departmental administrative functions.
• Promote and support safe work practices in compliance with company policies and applicable local, state, and federal regulations.
• Practice and adhere to Keystone Core Values, Mission and Vision.
• Perform other duties as assigned by the supervisor.

Qualifications

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and electronic record‑keeping systems.
• Strong organizational, administrative, and document management skills.
• Ability to maintain accurate records, reports, work‑order documentation, and compliance files.
• Experience coordinating schedules, tracking projects, and managing multiple priorities in a fast‑paced environment.
• Strong attention to detail and ability to maintain confidentiality when handling sensitive information.
• Ability to communicate effectively with residents, vendors, contractors, staff, and board members.
• Must possess a valid driver’s license and maintain a clean DMV record.
• Must have reliable transportation and the ability to drive to and from communities.
• Verifiable references.
• Able to pass a background check.

Education and Experience

• Minimum of two (2) years of experience in HOA, property management, facilities management, maintenance administration, or a related field.
• High school diploma or GED required.

Benefits

• Competitive salary
• Work‑life balance
• Opportunities for career growth
• Training and mentorship from successful leaders in the HOA industry
• Cell phone stipend
• Mileage reimbursement
• Medical (HMO and PPO), dental, and vision
• Flexible spending account
• Pet savings
• Pre‑paid legal
• Employer paid basic life/AD&D insurance
• Voluntary life and short‑term disability insurance
• Free employee assistance program
• 401(k) retirement plan with company match
• Financial and health/wellness education
• Bereavement and mandated leave of absence applicable
• Paid time off (PTO)
• 12 paid holidays (floating holiday/half days/early office closure before certain major holidays)

Work Environment

• Ability to drive to communities.
• Ability to sit, stand, and operate business equipment.
• Typical office environment with low‑level noise exposure.
• Ability to sit, stand, and walk for extended periods.
• Ability to conduct community inspections and site visits as needed.
• Ability to reach, grasp, bend, twist, push, pull, and carry materials.
• Must be able to lift up to 25 pounds.

Salary

$32.00 - $35.00 hourly.

Legal and Accommodation Statements

Keystone Pacific Property Management, LLC is an equal‑opportunity employer. All applicants will be subject to a background and DMV check.

If you have a disability and need reasonable accommodation, please contact [e-mail] with your name and contact information. This email address is not for general employment inquiries.