2059-140 Community Services Administrative Coordinator

Village Management Services•Laguna Woods, CA

13d•$22 - $29•Onsite

About The Position

Under general supervision, the Administrative Coordinator provides comprehensive administrative and coordination support for occupancy, resale, and membership-related processes. This role is responsible for processing applications, maintaining accurate records, coordinating interdepartmental workflows, and serving as a primary point of contact for members, prospective occupants, and internal stakeholders. The position operates in a fast-paced, high-volume environment requiring strong attention to detail, organization, and customer service skills.

Requirements

Graduation from high school including or supplemented by courses in business science.
Considerable experience in business and general clerical work or equivalent combination of education and experience
Knowledge of the occupational hazards and safety precautions of the job.
Knowledge of computer and applicable software programs.
Knowledge of modern office equipment, practices, systems and procedures.
Knowledge of business practices and procedures.
Ability to take notes and transcribe it rapidly and accurately.
Ability to maintain complex records and to prepare reports and answer questions from records.
Ability to compose correspondence.
Ability to read, understand, interpret and explain rules and regulations.
Ability to effectively serve members of a 55+ community.
Ability to maintain effective working relationships with co-workers, the public and to deal with public relations problems courteously and tactfully.
Ability to keyboard 75 words per minute.

Responsibilities

Coordinate and process applications related to co-occupancies, dependent children/grandchildren, passive businesses, opt-out requests, third-party occupancy fees, and move-in/move-out records
Track, monitor, and follow up on applications to ensure completeness and timely processing
Research and verify member vesting, delinquency history, and compliance with rules and regulations
Review background checks, credit reports, and related documentation to ensure eligibility requirements are met
Enter and maintain accurate data from resale packages and applications into designated database systems.
Update computer database systems with new and existing owner and resident information, including addresses, emails, occupancy status, tax data, and vesting details
Create, organize, and maintain electronic and physical files for resale packets and related documentation
Process escrow demands and escrow closings for assigned entities
Assist with the preparation and recording of memorandums with the county recorder’s office
Serve as a point of contact for prospective occupants and members via telephone, email, and in-person communication
Provide information regarding applications, board regulations, and member or tenant privileges and responsibilities
Accurately update leases, occupancy records, and resident data across multiple systems
Perform a variety of administrative, clerical, and record-keeping duties requiring coordination across departments
Ensure all required documentation is complete prior to submitting applications for board review and approval
Prepare staff reports and supporting materials for applications involving special or unique circumstances requiring board action
Maintain compliance with established policies, procedures, and regulatory requirements