HOA Virtual Assistant / Maintenance Coordinator

Schedule: 12:00 PM – 9:00 PM Pacific Time, Monday to Friday

Type: Full-time, 40 hours/week

Location: Remote

Rate: Starts at $10/hour (higher pay available based on skills and experience)

Benefits: Annual performance-based increases, 11 paid US holidays, and PTO

Role Overview

We are looking for an experienced HOA Maintenance Coordinator / Virtual Assistant to support day-to-day maintenance operations for a homeowners association.

Previous HOA experience is required for this position. The ideal candidate has hands-on experience coordinating maintenance requests, managing work orders, communicating with homeowners, and working with vendors and contractors.

We are looking for someone who is organized, proactive, comfortable on the phone, and able to take ownership of maintenance issues from the initial request through completion.

Key Responsibilities

• Manage and coordinate HOA maintenance requests and work orders
• Communicate with homeowners regarding maintenance concerns, updates, and resolutions
• Coordinate with vendors and contractors for repairs, inspections, and maintenance services
• Schedule service appointments and follow up with vendors to ensure timely completion
• Monitor open work orders and maintain accurate status updates
• Obtain and organize vendor quotes when needed
• Handle inbound and outbound calls professionally
• Identify and prioritize urgent maintenance concerns
• Communicate effectively with property managers, homeowners, board members, vendors, and contractors
• Maintain accurate records, notes, and documentation related to maintenance requests
• Assist with HOA and property management administrative tasks as needed
• Attend and support virtual HOA meetings during scheduled hours
• Proactively follow up on outstanding issues and ensure nothing falls through the cracks
• Collaborate with the team to resolve issues and improve processes

Qualifications

• Previous HOA experience is required
• Experience with HOA maintenance coordination, work orders, and vendor management
• Strong understanding of HOA and property management operations
• Excellent English communication skills, both written and spoken
• Comfortable and confident making and receiving phone calls
• Strong organizational and follow-up skills
• Excellent problem-solving and critical-thinking abilities
• Ability to manage multiple maintenance requests and priorities simultaneously
• Experience communicating with homeowners, vendors, contractors, and property management teams
• Experience with AppFolio or similar property management software is a plus
• Call center or customer service experience is preferred
• Reliable internet connection and professional home office setup
• Willingness to commit long-term and grow with the role

What We’re Looking For

We are looking for someone who already understands the HOA environment and can confidently manage maintenance coordination with minimal supervision. The right candidate takes ownership, communicates proactively, follows through consistently, and makes sure maintenance concerns are properly addressed from start to finish.