Operations & Gate Access Coordinator

Community Operations & Gate Access Coordinator

Location: ChampionsGate, Florida
Position: Full-Time | 40+ Hours Weekly
Schedule: Wednesday through Sunday, primarily 2:00 PM – 10:00 PM, with Mondays and Tuesdays as regularly scheduled days off. Hours and days may vary based on operational needs, special events, holidays, emergencies, or community activities. Flexibility to accommodate schedule adjustments is required.
Reports To: Community Association Manager

1. Gate Access Operations & Oversight

• Conduct routine inspections of all staffed gatehouses and remote gate locations, with an emphasis on evening operations.
• Coordinate with the contracted Gate Access service provider to ensure personnel follow established Association policies, procedures, and expectations.
• Monitor gatehouse performance, personnel conduct, visitor processing, and overall operational efficiency.
• Identify operational deficiencies and communicate necessary corrective actions to the contractor and Community Association Manager.
• Review gate access activity, including resident entries, guest registrations, denied entries, and incident reports.
• Assist with investigating gate-related incidents by reviewing surveillance footage, system activity, and written reports.
• Monitor gate access equipment, including barrier arms, iron gates, license plate recognition systems, barcode readers, and call boxes.
• Assist with minor gate equipment adjustments, troubleshooting, and remounting or replacing barrier arms when appropriate and authorized.
• Coordinate equipment repairs with approved vendors and follow through to completion.
• Prepare weekly Gate Access reports summarizing entry activity, incidents, operational concerns, contractor performance, and upcoming needs.
• Assist with planning for increased traffic during holidays, special events, and peak vacation rental periods.
• Maintain communication with local law enforcement and emergency responders when operational assistance is needed.

2. Community Operations & Property Inspections

• Conduct regular property tours throughout the community, including evening inspections.
• Identify & report maintenance concerns, damaged equipment, lighting outages, landscaping deficiencies, signage issues, and other common area concerns within ChampionsGate Master Association.
• Perform routine evening lighting inspections and coordinate necessary repairs.
• Monitor common areas, sports courts, dog park facilities, roads, signage, and Association-maintained property.
• Assist with minor maintenance tasks, including debris removal, basic equipment adjustments, signage installation, and other manageable repairs.
• Document deficiencies with photographs, written reports, and follow-up recommendations.
• Coordinate with maintenance personnel and outside contractors to address identified concerns.
• Monitor vendor performance and confirm assigned work has been completed to Association expectations.
• Assist with emergency or unexpected operational issues requiring an onsite response.
• Provide updates to the Community Association Manager regarding outstanding projects, completed work, and matters requiring further attention.

3. Administrative & Community Management Support

• Assist the Community Association Manager with daily administrative and operational responsibilities.
• Provide customer service assistance to homeowners, residents, property managers, and vendors.
• Support extended HOA office hours, when scheduled, to provide additional availability to residents.
• Respond to homeowner inquiries, service requests, and operational concerns, ensuring appropriate documentation and follow-up.
• Assist with preparing community notices, email communications, operational updates, and weekly reports.
• Maintain accurate records of maintenance requests, gate incidents, vendor services, and ongoing projects.
• Assist with collecting proposals, coordinating vendor appointments, and obtaining project updates.
• Track assigned projects, deadlines, and outstanding action items.
• Assist with Board meeting preparations, reports, and supporting documentation as requested.
• Support community events, special projects, and other Association initiatives.
• Maintain professional communication with residents, Board members, vendors, and fellow employees.

4. Maintenance & Vendor Coordination

• Assist with inspecting Association-maintained landscaping and irrigation systems for visible deficiencies, leaks, or damage.
• Report irrigation concerns and coordinate repairs with the appropriate contractors.
• Monitor vendor work involving landscaping, lighting, gate equipment, common area maintenance, and repairs.
• Assist with basic troubleshooting of mechanical and electronic equipment within the employee's training and authorization.
• Perform minor hands-on repairs and adjustments when practical, while coordinating specialized work with qualified contractors.
• Maintain a working knowledge of ongoing property projects and assist with scheduling, inspections, and completion follow-ups.
• Help ensure community equipment, tools, and supplies are maintained and properly stored.

5. Reporting & Accountability

• Provide daily updates on property inspections, operational concerns, and completed assignments.
• Prepare weekly summaries of Gate Access activity, including entry volumes, incidents, equipment issues, and contractor performance.
• Maintain accurate records of work orders, repairs, vendor visits, and outstanding maintenance needs.
• Communicate urgent matters promptly to the Community Association Manager.
• Identify recurring operational problems and recommend practical improvements.
• Demonstrate accountability by following assigned tasks through completion and providing timely updates.

• Takes initiative without requiring constant supervision.
• Recognizes problems and actively works toward solutions.
• Is comfortable transitioning between administrative tasks and hands-on fieldwork.
• Communicates effectively and consistently follows through on assignments.
• Remains professional when addressing difficult situations or resident concerns.
• Understands the importance of detailed reporting and accountability.
• Is willing to learn new systems, equipment, and operational procedures.
• Works collaboratively with management, contractors, and other team members.
• Takes pride in maintaining a well-operated and welcoming community.

To Apply: Please submit your resume for confidential consideration.