Operations Coordinator II

Operations Coordinator II is responsible for managing the administrative and operational workflows that support the Operations and Maintenance teams. This includes work-order triage, inventory tracking, invoice verification, contractor coordination, and turnover documentation. The role requires strong attention to detail, excellent communication skills, and the ability to work independently with vendors and internal stakeholders.

• Integrity: Do the right thing. Be personally accountable. Share mistakes openly.
• Respect: Embrace humility. Communicate with candor. Foster dignity.
• Service: Lead by serving. Be intentional. Find a better way.
• Community: Put people first. Engage fearlessly. Cultivate your development. Fuel collaboration.

• Monitor and prioritize the community work orders daily, ensuring contractors are assigned tasks promptly and close out tickets with proper documentation.
• Support Operations and Maintenance Managers by tracking assignments and following up on outstanding items.

• Serve as a liaison between Operations leadership and landscape contractors for contract administration, landscape extras, and project support.
• Participate in landscape walks and turnovers and assist with project documentation and completion requirements.
• Process new vendor setup documents and submit completed packets to corporate.

• Verify and process invoices in IPS daily, specifically those related to operations and maintenance projects.
• Review contractor invoices for correct pricing and validate irrigation part markups according to contract requirements.
• Oversee and process shared facility and amenity billbacks.

• Maintain bi-annual inventory and notify management of needed purchases, stock levels, tools, or vendor repairs when in-house repair is not possible.

• Support operations through recordkeeping, document organization, and vendor assistance.
• Document meeting notes for the Neighborhood Advisory Committee as needed.
• Assist with meetings, activities, and community functions as required.

• 2–3 years of experience in operations support, facilities coordination, vendor management, or invoice processing.
• Experience with workflow systems (e.g., Daybreak Direct) and invoice processing platforms (e.g., IPS).
• Strong Microsoft Office skills (especially Excel).
• Ability to understand and interpret contract pricing and markups.
• Strong organizational, analytical, and communication skills.
• Ability to manage multiple tasks and deadlines.

• Experience in community management or contractor/vendor administration.
• Knowledge of landscape, maintenance, or project coordination terminology.

• Lifting:
  Occasional lifting and carrying supplies/equipment up to 25 lbs.
• Mobility:
  Whether the job requires walking, climbing, or other physical activity.
• Working conditions:
  
  Ability to walk the grounds for extended distances during site walks in various weather conditions.
• Personal protective gear:
  Whether the job requires wearing personal protective gear.
• Extended Sitting or Standing:
  Capability to sit or stand for extended periods during meetings or events.
• Manual Dexterity:
  Comfortable using mobile devices, tablets, and computers.
• Driving:
  Ability to drive as needed; must maintain a valid driver’s license, clean MVR, and current auto insurance if driving is required.

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!

This master-planned community is highly amenitized and specifically designed with providing residents with numerous recreational and lifestyle options. It has earned awards and maintains a strong standing within the top ten master planned communities.

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodation in performing the job duties as described in the job description, discuss with your manager.