Administrative Assistant

Job Type

Full-time

Description

Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Northern and Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large-scale onsite communities, and master-planned community associations.

We have an excellent opportunity for an experienced Administrative Assistant to join our amazing team in Oceanside. For more information, please continue reading below!

Summary: The responsibility of the Administrative Assistant is to serve as the initial point of contact for residents seeking services and/or information from landscape and recreation. The Administrative Assistant directly reports to the General Manager of the Association.

Why Join Keystone?

Keystone is a company dedicated to empowering our team members to improve people’s lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients.

As a member of our team, your talents will be nurtured, and your contributions will be supported in a value-based environment that fosters the type of professional quality our customers have come to rely upon.

We provide an environment for people that nurtures leadership and promotes personal success and rewards those who exceed expectations. We foster a culture of open feedback and continuous growth.

We're thrilled to share that Keystone is officially certified as a Great Place to Work! This recognition reflects our commitment to fostering a positive and supportive work environment where everyone can thrive. We invite you to learn more about what makes Keystone special by checking out our certification details here.

What We Offer

• Competitive Salary
• Work-Life Balance
• Opportunities for Career Growth
• Training and Mentorship from Successful Leaders in the HOA Industry
• Mileage Reimbursement
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Insurance
• Pre-Paid Legal
• Employer Paid Basic Life/AD&D Insurance
• Voluntary Life and Short-Term Disability Insurance
• Free Employee Assistance Program
• 401(k) Retirement Plan with Company Match
• Financial and Health/Wellness Education
• Bereavement and Mandated Leave of Absence Applicable
• Paid Time Off (PTO)
• 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays)
  
  

Requirements

Schedule:

Monday – Friday 7:00 am to 4:00 pm with an hour lunch.

Essential Job Duties And Responsibilities

• Telephone coverage, response to customer service requests, and the performance of administrative duties at the request of the General Manager
• Support staff in responding to routine customer service requests.
• Provide courteous customer service to all walk-in homeowners by attending promptly to their requests and ensuring the appropriate staff members are advised if they are needed to handle a homeowner's issue.
• Issues any work orders as directed or needed for sign maintenance, pest control, bee/wasp removal and control, light maintenance, etc., to the proper vendor.
• Return all initial resident customer service calls within a 24-hour period.
• Process membership cards, Clubhouse rental applications, and receipt of architectural applications.
• Responsible for the distribution of keys/transponders/ID cards/fobs or other devices used by residents to access the community facilities.
• Record standard greeting and alternate, out of office, greeting.
• Distribute all mail and items sent through the courier from the corporate office to the proper person(s) in the office.
• Schedule pick-up deliveries through the PCS service.
• Accept and document all homeowner payments received at the Association office and send these payments to corporate with the courier.
• Maintain a clean work environment and ensure cleanliness in the lobby.
• Document all credit card purchases made on the office credit card(s), sending the required completed form and original receipt to the corporate accountant, or HR, and filing a copy of the Purchase form and receipt here in the office.
• Keep inventory of office and kitchen supplies.
• Shall perform miscellaneous office/kitchen clean-up to ensure a clean and orderly appearance.
• Assist with the preparation and conduct of Association sponsored social or special events.
• Assisting homeowners with the rental process, answering questions, collecting the appropriate fees, and returning deposits
• Maintain the centralized lock box for office and facility keys.
• Submit a monthly order and maintain all office supplies and food orders
• Practice and adhere to Keystone’s Core Values, Mission, and Vision.
• Any additional job duties as required by the supervisor.
  
  

Qualification Requirements

• Ability to work under tight deadlines with a high level of accuracy.
• Maintain reliable transportation.
• Demonstrate problem-solving abilities.
• Must be proficient with computer programs, including Word, Outlook, and Excel.
• Demonstrate organizational skills and the ability to independently prioritize daily workload.
• Must work effectively with colleagues and clients.
  
  

Education And/or Experience

• 1-2 years of experience working in a Customer Service role.
• High School Diploma required.
  
  

Work Environment

The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Exhibit professionalism, professional attire, and demeanor at all times.
• Ability to sit, stand, and operate business equipment.
• Typical office environment with low-level noise exposure.
  
  

We invite you to view our LinkedIn, Instagram, and Facebook to get an inside look at what Keystone is all about! Check out our website at www.kppm.com. Click on “Careers” and stay connected!

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to [email protected] for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities.

Keystone Pacific Property Management, LLC is an equal-opportunity employer. All applicants will be subject to a Background and DMV Check.

Salary Description

$21.00 - $25.00 Hourly