Association Operations Coordinator – Portfolio Support

ABOUT US

Premier Property Services, Inc. specializes in homeowners’ association (HOA) management, delivering service excellence through administrative and operational support. We assist HOA Boards of Directors (BOD) and community owners to ensure smooth governance, compliance, and day-to-day association operations.

We are seeking a highly organized, proactive Association Operations Coordinator to support our Community Management team by owning behind-the-scenes operational workflows and CINC execution for our highest-workload associations. This role is ideal for someone who thrives on organization, follow-through, and keeping multiple priorities moving in a fast-paced environment.

POSITION SUMMARY

The Association Operations Coordinator is a behind-the-scenes operations role designed to remove administrative workload from Community Managers so they can remain board-facing, relationship-driven, and focused on high-value HOA management.

This position is not board-facing and not primarily homeowner-facing. The Coordinator works closely with Community Managers, internal departments, and vendors to keep work orders, action items, compliance tracking, and documentation organized and moving, primarily within CINC and WebAxis.

This role will initially focus on our highest-workload associations (“Tier A”), with a defined priority to support our Senior Community Association Managers during the first 30–60 days to stabilize high-volume workflows and standardize time-sensitive processes.

KEY RESPONSIBILITIES

­ CINC Workflow Ownership

• Use CINC as the system of record for operational workflows, including work orders, action items, violations, status reporting, and community communications.
• Maintain accurate records with clear notes, owners, due dates, and next steps.
• Keep statuses and documentation consistent so reporting is reliable.

­ Work Orders and Maintenance Requests

• Create/update work orders; ensure accurate tagging, priority, due dates, vendor follow-up, and status updates.
• Coordinate vendor scheduling and access logistics; document updates in CINC.
• Track items to completion and ensure no work order stalls without a next action date.

­ Portfolio Action Item Management

• Convert internal direction into trackable action items with owners and timelines.
• Maintain community Management Plans in CINC with status updates and next steps.
• Perform weekly cleanup so task lists stay current and usable.

­ Violations & Compliance Process Support

• Maintain violation records and case files in CINC.
• Draft routine compliance communications using approved templates for review/approval.
• Track timelines and follow-ups. CM retains enforcement discretion and escalation decisions.

­ Department Liaison:

• Track statuses and follow up on missing approvals, backups, and vendor documentation.
• Coordinate with Admin on community communications logistics (agenda packets, ballot packets, notices, newsletters).

­ Vendor Coordination + Documentation

• Track vendor follow-ups and deadlines; maintain required documentation (COIs/W-9s) and flag expirations.

­ Documents, Portals, and Records Management

• Maintain organized community records (minutes, contracts, compliance documentation).
• Ensure consistent filing/version control on the shared server.
• Compile meeting packet materials from a checklist (CM remains final reviewer).

QUALIFICATIONS

• ­ 2+ years of experience in operations coordination within HOA/property management (or similar high-volume service environment) is required.
• ­ Experience managing high-volume workflows, time-sensitive tracking, and cross-department handoffs.
• ­ Highly organized with strong follow-through; able to manage multiple priorities.
• ­ Process-driven mindset; comfortable working from checklists, templates, and standardized workflows.
• ­ Strong attention to detail and consistent documentation habits.
• ­ Proficient in Microsoft 365 (Outlook, Excel, Teams).
• ­ CINC experience is strongly preferred (or ability to learn quickly).
• ­ Comfortable working in software-based work order, task/action item, and compliance tracking systems.
• ­ Strong written and verbal communication skills; professional tone and discretion required.
• ­ Able to draft clear internal notes and routine communications for review/approval.

PHYSICAL REQUIREMENTS

• ­ Frequent sitting, standing, walking, and computer use throughout the workday.
• ­ Occasional lifting/carrying of office materials, documents, and supplies (up to 25 lbs.).
• ­ Ability to navigate office environments and manage filing/document handling.
• ­ Occasional local travel/errands as needed for operations support.

BENEFITS & PERKS

• ­ Competitive hourly rate based on experience
• ­ Medical, dental, and vision insurance (shared cost)
• ­ 401(k) retirement plan with company matching
• ­ Paid time off (vacation, sick time) and paid holidays
• ­ Professional development opportunities and ongoing training
• ­ Growth path for ideal candidates (Coordinator → Assistant Community Manager → Community Manager)

JOB DETAILS

• ­ Schedule: Schedule: Monday–Friday during standard business hours (9:00 a.m. – 5:30 p.m.) with occasional schedule adjustments as needed.
• ­ Work Location: In-person (Santa Rosa, CA 95401) | No remote work (in-office role)

HOW TO APPLY

Please submit your resume and a brief cover letter. Only qualified candidates will be contacted for an interview.

Pay: $26.00 - $29.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Experience:

• Operational Support: 2 years (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person