Hale Kamaole, a 188 unit condo association in South Kihei, is seeking an experienced Operations Coordinator to assist in managing the day-to-day activities of the property and common areas. The Operations Coordinator will ensure that the ongoing operations on property are planned and delivered by employees and contractors as required by the BOD and consistent with policies and by- laws. This includes maintaining communications with owners, guests, and rental agents, ensuring Association house rules and policies are enforced, operational processes are conducted appropriately by contractors and employed staff, and repair projects are developed and executed within budget and time constraints.
Specific responsibilities include:
o Maintain contact with owners, guests, rental companies and vendors via phone and email. Send updates and notices regarding planned projects, routine maintenance, emergency repairs and general information.
o Walk the property frequently to identify potential maintenance and safety issues. Act with a sense of urgency to resolve issues.
o Answer questions from owners, guests, and rental property managers regarding AOAO policies and procedures. Resolve disputes in a timely manner and enforce Association house rules as needed.
o Organize and produce weekly/monthly reports to be reviewed by the Property Management Company and AOAO Board of Directors as needed.
o Respond to emergency situations and coordinate necessary repairs with Maintenance Manager. Create detailed incident reports to submit to homeowners, rental managers and AOAO insurance broker to document incidents.
o Co-ordinate and assist in maintenance and repair activities with the Maintenance Manager and staff.
o Organize and coordinate third party repairs from start to finish (seek bids, gain proper approvals, manage contractors, approve invoices for payment? and coordinate access to units as needed).
o Update Operations report and document progress for meetings.
o Prepare and execute as needed daily, weekly, monthly check lists and inspections. Identify potential projects and develop a project plan for approval from the Board as necessary.
Preferred Qualifications:
Experience in property management and/or multi-unit maintenance. Familiar with vacation rental property management. Strong communication and organizational skills. Willingness to make decisions and take accountability. Attention to detail and the ability to multitask projects and deadlines. Skilled at problem solving and project management.
Education:
High School Diploma (Associates or bachelor’s degree a plus but not required)
General understanding of Microsoft Outlook, Word, Excel and capable of gaining proficiency.
Schedule:
5 days per week.
Shared afterhours on call with Maintenance Manager for emergencies related to common areas
Compensation:
Competitive salary and benefits including medical insurance for employee