MELANIE HAYASHI
Hayward
Summary
Executive Coordinator experienced in enhancing operational efficiency and supporting executive leadership. Achieved improved project execution through effective vendor management, budget tracking, and cross-functional collaboration. Focused on optimizing processes and facilitating executive communications to drive organizational success.
Overview
27
27
years of professional experience
Work History
EXECUTIVE COORDINATOR
AvalonBay Communities
08.2024 - Current
- Executive Coordinator with progressive experience supporting executive leadership, maintenance and residential services operations through executive administration, facilities coordination, construction project support, and property management.
- Proven expertise in project coordination, vendor management, executive communications, budget tracking, compliance, and cross-functional collaboration to improve operational efficiency and drive successful project execution.
- Supported Directors of Maintenance and Residential Services by managing complex calendars, organizing travel, facilitating executive communications, and prioritizing competing demands across multiple Northern California communities.
- Coordinated executive meetings, leadership conferences, regional training programs, and departmental events, overseeing logistics, managing vendor partnerships, and tracking budgets to ensure seamless execution.
- Partner with executive leadership, regional teams, vendors, and property staff to lead cross-functional initiatives, streamline operations, and drive successful project execution.
- Prepared executive reports, presentations, board-ready materials, correspondence, expense reports, and budget documentation, ensuring accuracy and confidentiality in all communications.
- Manage emergency service call operations for a Northern California pilot program, utilizing critical decision-making, triage, and strategic resource allocation to optimize emergency response and operational continuity.
- Proactively anticipate executive needs, resolve administrative challenges, prioritize competing demands, and ensure timely completion of key initiatives, deadlines, and deliverables.
Resident Services Coordinator | Construction Coordinator
AvalonBay Communities
08.2022 - 08.2024
- Coordinated construction and capital improvement projects across occupied residential communities, managing schedules, inspections, and project milestones to ensure timely project delivery.
- Acted as the primary liaison between residents, contractors, vendors, property management, and project leadership to facilitate clear communication and cross-functional coordination.
- Resolved high-priority resident and project escalations by partnering with cross-functional teams to minimize disruptions, mitigate risks, and maintain project timelines.
- Managed project documentation, compliance records, and vendor coordination to streamline administrative processes and support successful project execution.
Maintenance Coordinator
AvalonBay Communities
03.2020 - 08.2022
- Coordinated maintenance operations across residential communities, overseeing unit turnovers, preventive maintenance, and service requests to enhance resident satisfaction.
- Scheduled technicians, prioritized work orders, and coordinated vendor services to ensure timely project completion and effective workflow.
- Managed maintenance procurement, budget support, and vendor relationships to ensure efficient day-to-day operations.
- Acted as liaison between residents, property management, vendors, and maintenance teams, facilitating communication and resolving service issues.
- Streamlined administrative processes and cross-functional coordination to improve operational efficiency and team productivity.
Community Consultant
AvalonBay Communities
09.2017 - 03.2020
- Guided prospective and current residents through the leasing process, resolving inquiries and delivering responsive customer service.
- Maintained affordable housing compliance records, lease files, resident documentation, and property management system data to ensure regulatory adherence.
- Guided prospective and current residents through leasing process, addressing inquiries and providing customer service to enhance resident satisfaction.
- Collaborated with residents, maintenance teams, and property management to resolve issues, enhance resident retention, and streamline operations.
Team Lead Castmember | Management
Disney Store
11.1999 - 09.2017
- Managed daily operations, coordinated staff schedules, oversaw annual inventory audits, maintained operational compliance, and supported administrative functions, ensuring smooth operations in high-volume retail environment.
- Optimized workflows and ensured accurate documentation while delivering exceptional customer service and enhancing operational efficiency through effective organization, communication, and team leadership.
- Led team in delivering exceptional customer service experiences.
- Trained staff on product knowledge and sales techniques.
- Managed daily store operations and inventory control processes.
Education
Project Management Coursework
Chabot College
Hayward, CAPsychology Coursework
City College of San Francisco
Skills
- Executive Administration
- Executive Support
- Calendar Management
- Complex Scheduling
- Meeting Coordination
- Project Coordination
- Budget Tracking
- Vendor Management
- Process Improvement
- Microsoft Office Suite
- Workday
- SharePoint
- Event Planning
- Executive Communication
Timeline
EXECUTIVE COORDINATOR
AvalonBay Communities
08.2024 - Current
Resident Services Coordinator | Construction Coordinator
AvalonBay Communities
08.2022 - 08.2024
Maintenance Coordinator
AvalonBay Communities
03.2020 - 08.2022
Community Consultant
AvalonBay Communities
09.2017 - 03.2020
Team Lead Castmember | Management
Disney Store
11.1999 - 09.2017
Project Management Coursework
Chabot College
Psychology Coursework
City College of San Francisco