Administrative Coordinator, Seascape Surf Estates

PMP Management•Solana Beach, CA

13d•Onsite

About The Position

Property Management Professionals LLC. (PMP) is seeking a motivated, detailed, communicative, and personable professional to join our team as Front Desk Administrative Support Coordinator at Seascape Surf Estates in Solana Beach, CA. PMP is an industry-leading association management firm providing innovative products and extraordinary services to common interest developments throughout California, Utah, and Texas. We offer a personalized, boutique level of service backed by the scale and resources of Odevo. We are privately owned, locally independent, and committed to elevating the lifestyle experience for the communities we serve. Our company is growing rapidly, offering unique opportunities for professional growth within a people-centric culture that attracts and retains top talent. The Front Desk Administrative Support Coordinator is responsible for providing front desk reception coverage, administrative and clerical support, and coordination assistance for access devices, architectural applications, clubhouse applications, and other HOA/property management-related tasks. This role serves as a key support for the Seascape Surf Estates office by answering phones, greeting visitors, responding to inquiries, maintaining records, preparing correspondence and reports, assisting community management staff, and ensuring homeowner and client requests are handled courteously, accurately, and in a timely manner. The role also assists with access device programming and tracking, clubhouse reservations and application processing, architectural application intake and coordination, billing logs, filing, and special projects.

Requirements

High school diploma or GED required.
One to three years of administrative, front desk, customer service, property management, or HOA-related experience preferred.
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 perform under deadlines and pressure in a fast-paced environment.
Ability to build rapport with homeowners, board members, vendors, clients, and team members.
Proficiency in 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.
Ability to maintain confidentiality and handle sensitive homeowner, client, vendor, and company 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.
Ability to sit for most of an eight-hour shift, with occasional walking, standing, filing, lifting, or office-related movement as needed.
Schedule flexibility to work full-time, Monday through Friday, based on business needs.
Stand and walk for extended periods throughout the workday.
Frequently bend, stoop, kneel, crouch, climb, reach, twist, and squat.
Frequently use hands and arms for grasping, handling, pushing, pulling, and operating equipment.
Lift, carry, push, and pull up to 50 pounds on a regular basis.
Safely operate cleaning equipment, hand tools, ladders, and maintenance equipment.
Work both indoors and outdoors in varying environmental conditions.
Maintain sufficient visual acuity and hearing to identify safety hazards and perform assigned duties safely.

Nice To Haves

Two-year associate degree or higher preferred.
Prior experience in community association management, HOA administration, access device coordination, architectural applications, or clubhouse/amenity reservations is a plus.

Responsibilities

Serve as the first point of contact at the Association's front reception desk.
Greet homeowners, board members, vendors, clients, visitors, and team members professionally and friendly.
Ensure phones are answered properly and messages are handled courteously, accurately, and in a timely manner.
Receive and screen calls, visitors, and correspondence, directing inquiries to the appropriate team member or department.
Assist clients, homeowners, vendors, board members, and fellow employees in a professional and service-oriented manner.
Maintain a clean, organized, and professional front desk and reception area.
Support general office operations and day-to-day administrative needs.
Provide administrative and clerical support to community management staff, leadership, and/or the General Manager, including preparation of reports, letters, correspondence, forms, spreadsheets, and other documents.
Maintain calendars, contact lists, schedules, phone lists, and other internal reference documents.
Prepare, update, scan, file, and organize documents, records, meeting materials, applications, reports, and correspondence.
Prepare binders, spreadsheets, and documentation for meetings, as needed.
Assist with meeting calendars, staff meeting coordination, and internal communications.
Request copies of invoices, checks, records, and other information as necessary.
Create and update logs, tracking sheets, and administrative records.
Update procedures and reference materials as needed.
Assist with special projects and other duties as assigned.
Maintain, track, program, and distribute access devices, including keys, fobs, remotes, gate access credentials, and related community access items.
Run access device reports for Community Managers as requested.
Maintain access device inventory, organization, and related records.
Manage and maintain community directories, including processing changes, additions, and new community setup, as applicable.
Assist homeowners with access-related questions, entry systems, and troubleshooting login or access issues.
Coordinate with Community Managers, vendors, and homeowners regarding access device needs and updates.
Track access device activity for billing, reporting, and internal recordkeeping.
Receive, log, and review architectural applications for completeness.
Confirm required forms, supporting documents, plans, photos, deposits, or fees are included, as applicable.
Route architectural applications to the appropriate Community Manager, architectural committee, board, or other reviewing party.
Communicate application status, missing items, deadlines, and next steps to homeowners and internal team members.
Maintain architectural application records, tracking logs, approval/denial correspondence, and related documentation.
Assist with follow-up communications to ensure timely processing of architectural applications.
Support Community Managers with architectural-related reports, notices, and homeowner inquiries.
Prepare, code, research, and process invoices and check requests related to assigned office or community functions, as needed.
Receive checks and prepare them for signatures or processing according to company procedures.
Maintain logs for access devices, clubhouse applications, architectural applications, welcome packages, and other billable items.
Assist with monthly billing by logging applicable access device, clubhouse, application, move, or other community-related charges.
Scan, file, and maintain financials, reports, meeting documents, and other records, as assigned.
Support Community Managers with reports, documentation, ownership changes, reimbursements, and other administrative requests, as needed.