Administrative Coordinator, Seascape Surf Estates
About The Position
The Front Desk Administrative Support Coordinator provides front desk reception coverage, administrative and clerical support, and coordination assistance for access devices, architectural applications, clubhouse applications, and other HOA and property-management tasks at Seascape Surf Estates. The role supports the office by answering phones, greeting visitors, responding to inquiries, maintaining records, preparing correspondence and reports, assisting community management staff, and helping ensure homeowner and client requests are handled courteously, accurately, and promptly. The coordinator maintains and distributes access devices and related records; supports community directories and access troubleshooting; receives, tracks, and routes architectural applications; assists with clubhouse reservations and application processing; and maintains billing logs for access devices, applications, and other community-related items. The position also supports invoice and check-request processing, records management, reporting, meeting preparation, internal communications, and special projects. It is a full-time, Monday-through-Friday role with schedule flexibility based on business needs.
Requirements
- High school diploma or GED required.
- Excellent customer service skills and a strong desire to provide extraordinary service.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and work under deadlines and pressure in a fast-paced environment.
- Ability to build rapport with homeowners, board members, vendors, clients, and team members.
- Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
- Strong computer skills and ability to learn internal systems, databases, and community management platforms.
- Motivated, self-starting, reliable, and professional.
- Ability to communicate respectfully, assertively, and constructively.
- Strong problem-solving skills and ability to prioritize competing requests and follow through on assignments.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to maintain accurate records, logs, and documentation.
- Comfort interacting with homeowners, board members, vendors, and internal team members by phone, email, and in person.
- Schedule flexibility to work full-time, Monday through Friday, based on business needs.
- Ability to stand and walk for extended periods; frequently bend, stoop, kneel, crouch, climb, reach, twist, and squat; and frequently use hands and arms for grasping, handling, pushing, pulling, and operating equipment.
- Ability to lift, carry, push, and pull up to 50 pounds on a regular basis.
- Ability to safely operate cleaning equipment, hand tools, ladders, and maintenance equipment.
- Ability to work indoors and outdoors in varying environmental conditions and maintain sufficient visual acuity and hearing to identify hazards and perform duties safely.
Nice To Haves
- Two-year associate degree or higher preferred.
- One to three years of administrative, front desk, customer service, property management, or HOA-related experience preferred.
- Experience in community association management, HOA administration, access device coordination, architectural applications, or clubhouse and amenity reservations is a plus.
Responsibilities
- Serve as the first point of contact at the association reception desk; greet visitors and handle incoming calls and correspondence professionally.
- Direct inquiries to the appropriate team member or department and assist homeowners, board members, vendors, clients, visitors, and employees.
- Maintain a clean, organized, and professional reception area and support daily office operations.
- Provide administrative and clerical support, including preparing reports, letters, correspondence, forms, spreadsheets, and other documents.
- Maintain calendars, schedules, contact lists, phone lists, and internal reference documents; coordinate meeting calendars and staff communications.
- Prepare, update, scan, file, and organize records, meeting materials, applications, reports, and correspondence; prepare meeting binders and documentation as needed.
- Create and update logs, tracking sheets, procedures, and reference materials; request copies of invoices, checks, records, and other information as necessary.
- Maintain, track, program, and distribute keys, fobs, remotes, gate credentials, and other access devices; maintain inventory and records and run reports as requested.
- Maintain community directories and assist homeowners with access questions, entry systems, and troubleshooting; coordinate access needs with managers, vendors, and homeowners.
- Receive, log, and check architectural applications for completeness; route them to the appropriate manager, committee, board, or reviewer.
- Communicate architectural application status, missing items, deadlines, and next steps; maintain application records and follow up to support timely processing.
- Prepare, code, research, and process invoices and check requests as needed; receive checks and prepare them for signatures or processing according to company procedures.
- Maintain billing logs for access devices, clubhouse applications, architectural applications, welcome packages, moves, and other billable community items; assist with monthly billing.
- Scan, file, and maintain financial and other records; support community managers with reports, ownership changes, reimbursements, documentation, and homeowner inquiries.
- Assist with clubhouse reservations and application processing and take on special projects and other assigned duties.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
