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
Compensation:
$26.00 per hour
Position Overview
ChampionsGate Master Association is seeking a dependable, motivated, and hands-on Community Operations & Gate Access Coordinator to support the daily operations of a large, gated residential community consisting of 3,097 homes, including full-time residents and short-term vacation rental properties.
This position serves as an extension of the onsite Management team, providing administrative assistance, operational support, property oversight, and an onsite presence during weekend & evening hours.
This position is responsible for overseeing the daily operations, maintenance, and overall upkeep of ChampionsGate Master Association properties and common areas, including staffed and unmanned gates, access control equipment, roadways, landscaping, lighting, signage, and other Master Association-maintained facilities. This is not a traditional desk position. The role requires a proactive, hands-on individual who can work independently, conduct routine Master property inspections, identify maintenance concerns, assist residents, prepare reports, troubleshoot equipment, coordinate with vendors, and follow through on repairs and improvements. The ideal candidate must possess strong customer service, organizational, communication, and problem-solving skills, along with mechanical aptitude and attention to detail. They should be able to identify issues, recommend solutions, take initiative, and ensure tasks are completed efficiently while maintaining the functionality, appearance, and upkeep of the community.
Primary Responsibilities
- 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.
- 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.
- 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.
- 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.
- 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.
Qualifications & Experience
Required Qualifications
- Previous experience in community operations, property management support, facilities maintenance, gate access operations, or a related field.
- Strong customer service and communication skills.
- Ability to work independently, prioritize assignments, and manage multiple responsibilities.
- Mechanical aptitude and willingness to perform hands-on maintenance tasks.
- Strong organizational skills with attention to detail.
- Proficiency with email, Microsoft Office, electronic reporting systems, and basic computer applications.
- Ability to prepare clear written reports and accurately document incidents.
- Valid driver's license and reliable transportation.
- Flexibility to work evenings, weekends, and holidays as operational needs require.
- Ability to work outdoors in Florida weather conditions, walk extended distances, bend, climb, and lift up to 50 pounds.
Preferred Qualifications
- Experience working in a gated residential community, HOA, resort, or vacation rental environment.
- Familiarity with electronic gate access systems, barrier arms, surveillance equipment, and basic troubleshooting.
- Previous experience coordinating contractors or maintenance projects.
- Knowledge of landscaping, irrigation, and common area maintenance.
- Experience with incident documentation and operational reporting.
- Florida Community Association Manager (CAM) license is a plus, but not required.
- Bilingual English/Spanish is a plus.
Ideal Candidate
We are looking for someone who:
• 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.
Benefits & Other Compensation:
This position includes eligibility for the following benefits, subject to applicable plan terms:
- Healthcare Benefits – Medical, Dental, and Vision coverage
- Retirement Benefits – 401(k) with employer match (19 years of age and older)
- Time Off – Paid time off (PTO) and leaves of absence, in accordance with applicable law and eligibility criteria
- Additional Compensation – Eligibility for Bonuses
Eligibility for benefits and the specific terms, conditions, and offerings are governed by the applicable plan of documents and company policies, which may be amended at the Company’s discretion.
About Troon:
Founded in 1990 and headquartered in Scottsdale, AZ, Troon is the world’s largest professional club management company, that specializes in services in golf, hospitality, and residential communities. With more than 900 locations in 45+ states and 27+ countries, Troon is a leading employer in hospitality. Guided by values that emphasize being infectiously energetic, consciously kind, and humbly prosperous, Troon offers professionals the opportunity to grow and succeed within a globally respected organization. Learn more at www.troon.com.