Property Coordinator

Job Description

Job Description

NOW HIRING — PROPERTY COORDINATOR

Winter Ridge Condominium Homeowners Association, Inc.

Location: 90 Winter Ridge Road, Winter Haven, FL 33881

Pay: $20.00 per hour

Employment Type: Part-Time, W-2, Nonexempt

Schedule: 30 Hours per Week | 6 Hours per Day | 5 Days per Week

Work Location: On-Site

Language Requirement: Fluent in English and Spanish (Speaking, Reading, and Writing)

About Winter Ridge

Winter Ridge Condominium Homeowners Association is an established residential condominium community consisting of 292 units in Winter Haven, Florida.

We are seeking a friendly, dependable, organized, and motivated Property Coordinator to support the daily operations of our community.

This position combines customer service, office administration, resident communication, property inspections, and coordination of community services.

We are looking for someone who genuinely enjoys helping people, communicates professionally, takes initiative, and takes pride in providing outstanding customer service.

Previous property management, HOA, or condominium association experience is NOT required. We will provide training to the right candidate who demonstrates a positive attitude, strong organizational skills, and a willingness to learn.

Fluency in English and Spanish is mandatory, including the ability to speak, read, and write professionally in both languages.

Reporting Structure & Supervision

The Property Coordinator reports to the Winter Ridge Condominium Association Board of Directors, with primary day-to-day supervision and administrative oversight provided by the Board Treasurer and Board Secretary.

The Board President may also provide operational direction, assign tasks, and establish priorities as needed to support Association operations.

The Property Coordinator will work collaboratively with other Board members and designated committees to support community operations and address matters requiring Board or committee review.

The Treasurer and Secretary will remain the primary contacts for routine scheduling, administrative supervision, and performance-related matters.

All policy decisions, enforcement actions, financial approvals, and other matters requiring Board authorization remain subject to established Association procedures and Board authority.

Key Responsibilities

Customer Service & Resident Relations

• Serve as the primary office contact for homeowners, residents, prospective residents, visitors, and vendors.
• Provide friendly, courteous, and professional customer service.
• Answer telephone calls, respond to emails, and address resident questions and concerns in a timely manner.
• Assist residents with Association procedures, documentation, and general information.
• Coordinate new resident orientations and assist with resident registration.
• Manage parking registrations and related parking administration.
• Issue and maintain pool access key fobs.
• Coordinate clubhouse reservations and community facility requests.
• Assist with tenant applications, screening coordination, and occupancy documentation.
• Prepare, translate, and distribute resident communications, notices, and correspondence in English and Spanish.
• Help maintain a welcoming, professional, and organized office environment.
• Handle resident concerns with patience, professionalism, confidentiality, and respect.

Property Inspections & Community Compliance

• Conduct regular inspections throughout the community to identify potential violations of Association rules, regulations, and governing documents.
• Document potential violations through photographs, written observations, and inspection reports.
• Prepare and submit inspection findings to the Board of Directors or designated committee for review.
• Maintain accurate records of inspection results, reported violations, correspondence, and corrective actions.
• Prepare and distribute violation notices when authorized by the Board or appropriate committee.
• Conduct follow-up inspections to document whether previously identified violations have been corrected.
• Identify and report common-area maintenance concerns, property damage, safety issues, and other conditions requiring attention.
• Track compliance matters and provide status updates to the Board or designated committee.
• Maintain impartiality and professionalism when documenting and communicating potential violations.
• Learn and follow the Association's established compliance and enforcement procedures.

Important: The Property Coordinator is responsible for identifying, documenting, and reporting potential violations. All enforcement decisions, fines, and disciplinary actions remain under the authority of the Board of Directors or designated committee.

Office Administration & Recordkeeping

• Maintain accurate and organized electronic and physical Association records.
• Process incoming correspondence, mailings, resident forms, and documentation.
• Scan homeowner payments and supporting documentation into CINC Systems.
• Assist with invoice documentation and coordination with the Association's financial management provider.
• Prepare meeting notices, agendas, correspondence, reports, and other administrative materials.
• Assist with Board and committee meeting preparation.
• Maintain homeowner, tenant, vendor, and Association records.
• Track resident inquiries, service requests, and assigned administrative tasks.
• Learn and use CINC Systems and other Association software applications.
• Coordinate with the Treasurer and Secretary on assigned administrative responsibilities.
• Maintain confidentiality of homeowner information, financial records, and Association business.
• Assist with community events and other Association activities as needed.

Vendor & Maintenance Coordination

• Receive and document resident maintenance requests and service concerns.
• Coordinate vendor appointments, service calls, and property access.
• Create, maintain, and monitor work orders.
• Follow up on outstanding maintenance requests and report their status.
• Document vendor work and report incomplete or unsatisfactory work to the Board.
• Assist with obtaining vendor estimates and proposals as requested.
• Maintain vendor contact information, insurance documentation, and other required records.
• Communicate maintenance schedules and service interruptions to residents when appropriate.
• Report urgent maintenance concerns and potential safety hazards promptly.

Required Qualifications

• Fluent in English and Spanish, with the ability to speak, read, and write professionally in both languages.
• Excellent customer service skills and a genuine desire to assist others.
• Friendly, professional, respectful, and patient communication style.
• Strong organizational skills and attention to detail.
• Basic computer proficiency, including email, word processing, spreadsheets, and data entry.
• Ability and willingness to learn new software, systems, and procedures.
• Ability to work independently, manage competing priorities, and follow established instructions.
• Ability to prepare clear and accurate written reports and documentation.
• Comfortable communicating with residents, vendors, Board members, and committee representatives.
• Ability to remain professional when handling difficult conversations or resident concerns.
• Dependable, punctual, and committed to maintaining confidentiality.
• Willingness to learn the Association's rules, governing documents, and operating procedures.
• Ability to perform routine on-site property inspections.
• Reliable transportation and ability to work on-site in Winter Haven.

Experience

Previous property management, HOA, or condominium association experience is NOT required.

We welcome applicants from a variety of backgrounds, including:

• Customer service and customer support
• Retail and hospitality
• Office administration and reception
• Administrative support
• Resident or client services
• Other customer-facing positions

Experience assisting customers, handling inquiries, resolving problems, or managing administrative tasks is a significant advantage.

We place greater importance on a candidate's communication skills, dependability, attitude, willingness to learn, and ability to provide excellent customer service than on previous property management experience.

Training Provided

The Association will provide on-the-job training in:

• Association policies, rules, and governing documents.
• Florida condominium and homeowners association operating procedures relevant to the position.
• Community inspections and compliance documentation.
• Resident services and office administration.
• CINC Systems and other Association software.
• Parking administration and pool access systems.
• Vendor coordination and work-order management.
• Board and committee reporting procedures.
• Association recordkeeping and administrative processes.

We are seeking someone who is eager to learn, asks questions when necessary, and takes initiative in becoming familiar with the community and its operations.

Work Schedule & Compensation

Hourly Pay: $20.00 per hour

Hours: 30 hours per week

Daily Schedule: Six hours per day, five days per week.

Saturday Coverage: Rotating Saturday coverage will be included as part of the regular five-day workweek, with schedules established in advance.

Work Location: On-site at Winter Ridge Condominium Association in Winter Haven, Florida.

Employment Classification: Part-time, W-2, nonexempt employee.

Benefits:

• Paid holidays in accordance with Association policy.
• Consistent part-time work schedule.
• On-the-job training.
• Professional, community-focused working environment.

Employer-sponsored health insurance and retirement benefits are not provided.

What Makes Someone Successful in This Position?

The ideal Property Coordinator is someone who:

• Enjoys helping people and takes pride in providing excellent customer service.
• Communicates clearly, patiently, and professionally in both English and Spanish.
• Is organized, dependable, and attentive to details.
• Can manage multiple responsibilities without losing track of important tasks.
• Is comfortable working independently while following Board direction.
• Can document property conditions and possible rule violations objectively.
• Treats all homeowners and residents fairly and respectfully.
• Understands the importance of confidentiality and professionalism.
• Takes initiative and follows through on assignments.
• Is willing to learn new systems, procedures, and responsibilities.
• Has a positive attitude and works well with others.

How to Apply

Interested candidates should submit a current resume outlining their customer service, administrative, communication, or related work experience.

Applicants should include their availability and confirm their ability to speak, read, and write fluently in both English and Spanish.

Winter Ridge Condominium Homeowners Association, Inc. is an Equal Opportunity Employer.