On Site Association Coordinator at Nova Association Management Partners LLC – Beaverton, Oregon

Job Title: Community On-Site Coordinator – Tanasbrook

Functional Direction: Tanasbrook Board Chair and Secretary (for priorities and focus)

Department: Association

FLSA Status: Non-Exempt

Location: On-site at Tanasbrook, Beaverton, OR

POSITION SUMMARY

The Community On-Site Coordinator is the primary on-site point of contact for owners and residents at Tanasbrook. The role supports the Association Manager and the Tanasbrook Board by:

• Coordinating owner communications and basic inquiries

• Entering, cleaning, and tracking work-order data

• Conducting regular site walks and documenting conditions

• Supporting vendor coordination and budget/reserve planning tasks

• Managing day-to-day records related to leases, permits, clubhouse, and RV lot

This position is detail-heavy and data-oriented: success is measured by the accuracy of work-order data, clarity of dashboards and reports, and reduction of “one-off”

emergencies hitting the Board and Management.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Owner & Resident Interface

• Gain full working knowledge of Tanasbrook’s rules, regulations, and current resolutions/handbook.

• Respond promptly and courteously to owner and resident inquiries via email, phone, and in person.

• Provide basic guidance on processes (how to submit maintenance requests, violation concerns, ARC requests, clubhouse use, RV registration, etc.).

• Log all substantive owner interactions in Management Software or an agreed tracker so issues are traceable and not lost.

2. Work-Order Intake, Tracking & Data Quality

• Enter all owner maintenance requests into the Association’s work-order system (e.g., Vantaca) within one (1) business day.

• For every work order, ensure core data fields are populated and accurate: building, unit, location/area, issue category, priority, status.

• Route work orders correctly to the on-site handyman (Victorio) when within Board-approved handyman scope; otherwise to the manager for vendor assignment.

• Monitor aging of work orders; follow up on items older than agreed thresholds and escalate stalled or high-risk items (water, safety, access) to Management and the designated Board officer.

• Support preparation of the Work-Order Status Report for each Board meeting using Vantaca data and Board-requested roll-ups (e.g., counts by category, aging buckets, building).

3. Site Walks, Violations & Condition Reporting

• Conduct regular scheduled site walks (e.g., weekly or as directed) using a standard checklist (siding, decks, roofs as visible, walkways, lighting, pavement, drainage, water features, trash, etc.).

• Document observed issues with photos and concise descriptions; create work orders where appropriate.

• Flag urgent items (safety issues, active water intrusion, hazards) immediately to Management and the designated Board officer.

• Support bi-weekly or Board-directed violation inspections; prepare draft violation letters and send them per Management/Board direction.

4. Owner Records, Leases, Permits & Access

• Maintain up-to-date records of all owners, tenants, and other key contacts; log changes and coordinate with Management for updates in the owner database.

• Maintain and update lease tracking spreadsheets to ensure all rental information is current.

• Issue and maintain records of vehicle and pet registrations, key fobs/cards, and any other permits required by the Association.

• Manage RV lot assignments and keys; ensure records are current, reconciled with billing, and consistent with rules.

• Handle clubhouse reservation requests, ensure rules and cleaning expectations are communicated, and keep a clear calendar.

5. Meeting & Administrative Support

• Assist with preparation for Board and owner meetings: room setup, sign-in sheets, handouts, projector/Zoom links, and basic tech checks.

• Attend on-site Board meetings as requested; may take draft minutes for Management/Board when assigned.

• Maintain an organized electronic and/or physical file for notices, agendas, minutes, resolutions, and key correspondence, following Management procedures.

• Maintain a basic Board action-item log with status and due dates; feed updates into Management meeting reports and Board packets.

• Keep a daily communication log so Management and the Board can see notable issues, patterns, and follow-ups.

6. Information Coordination, Dashboards & Exports

• Maintain a simple Community Dashboard (Excel or SharePoint) summarizing, at minimum:

o Number of open work orders

o Number of new work orders this month

o Major issues by category and/or building

o Any repeated issues (e.g., chronic leaks in a building)

• Review quarterly work-order exports, clean obvious gaps

(missing building/unit/category), and highlight trends or anomalies for the Board and Management.

• Assist Management in keeping unit-level and building-level maintenance history, ensuring work orders and ARC approvals are tagged to the correct unit and building.

7. ARC & Unit / Building History Integration

• After ARC (Architectural Review Committee) decisions, record key details (date, type of modification, common vs limited common vs unit component, known contractor) into the agreed history tool (spreadsheet, database, or fields).

• Ensure Association work and owner-initiated modifications are both visible for each unit/building to support future Boards, reserve planning, and vendor scoping.

8. Vendor, Budget & Reserve Support

• At the direction of the Manager, obtain bids from vendors, schedule site visits, and accompany vendors as needed.

• Attend committee walks or meetings (e.g., maintenance, landscape, CLEAR/SCRaP) as assigned; provide data or follow-up notes. Time outside regular hours may be treated as overtime per Management policy.

• Assist with budget preparation research: vendor follow-up for pricing changes, simple contract tracking for expiration/renewal dates, and staff-related inputs (hours, workload patterns).

• Participate as requested in reserve study discussions and strategic project meetings by providing on-the-ground observations and data extracts (e.g., frequency of repairs by component).

• Assist with basic invoice review/verification (matching work orders, confirming completion) and route to Manager for approval within delegated limits.

9. Security, Access & Coordination with Maintenance

• Monitor clubhouse and office security: check exterior doors and gates, report issues (doors left open, inoperable locks), and monitor cameras as allowed by policy.

• Ensure key boxes are kept locked and key logs are maintained.

• Coordinate access for guests, vendors, inspectors, and contractors entering the clubhouse and/or community as directed by Management

• Coordinate closely with the on-site handyman and Management maintenance teams so work sequences are clear and data in Vantaca matches what happens in the field.

10. General

• Maintain a clean, organized desk and digital workspace so others can quickly find information if you are out.

• Be available for after-hours emergencies as assigned by Management (within defined on-call expectations).

• Perform any other reasonable duties requested by Management or the Board that fall within the qualifications of the position, even if not explicitly listed here.

SKILLS & QUALIFICATIONS

To perform this job successfully, the Coordinator must be able to perform each essential duty satisfactorily. The following are representative requirements; reasonable

accommodations may be made.

Technical / Data Skills

• Strong working knowledge of Microsoft Office, especially Excel (filters, basic formulas, pivot tables preferred), plus Outlook and Word; ability to learn new software (Vantaca, vendor vetting tools, portals) quickly.

• Comfort working with spreadsheets, exports, and lists; able to spot missing data and inconsistencies.

Communication & Customer Service

• Strong written and verbal communication skills; able to explain processes clearly to owners and vendors.

• Superior grammar and proofreading for emails, notices, and simple reports.

• Customer-service oriented: handles stressed or upset owners with composure, professionalism, and maturity.

Organization & Follow-Through

• Very detail-oriented with strong task and time-management skills; can manage multiple open items without dropping them.

• Demonstrated ability to set priorities, meet deadlines, and keep supervisors informed—no surprises.

Behavioral Competencies

• Accountability/Responsibility: owns mistakes, follows through, and proactively raises problems.

• Dependability: regular, reliable attendance; can be counted on to complete tasks in a timely manner.

• Flexibility & Initiative: adapts to change, multi-tasks, and takes action without needing to be micromanaged.

• Professionalism & Teamwork: interacts respectfully with owners, Board, Management staff, vendors, and committees.

EDUCATION & EXPERIENCE

• High school diploma or equivalent required.

• Minimum 2 years of experience in one or more of the following strongly preferred:

o HOA or property management

o Construction or vendor coordination

o Customer service in a detail-intensive environment

• Prior experience with community associations, Vantaca (or similar), and basic data/reporting is a plus.

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Regularly required to sit, use hands, and reach with arms to operate a computer and office equipment; frequently required to talk and hear.

• Must be able to walk the property for site inspections and take photos in varying weather conditions.

• Must be able to occasionally lift/move up to 30–50 lbs (boxes of records, small equipment) as required.

• Work environment is primarily a quiet office/front desk setting plus outdoor site walks within the Tanasbrook community.