Front Desk & Architectural Administrative Assistant

KEYSTONE PACIFIC PROPERT Y MANAGEMENT • Oceanside, CA

96d

About The Position

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 a Front Desk & Architectural Administrative Assistant to join our amazing environment with an opportunity for continuous growth and development. This position provides front desk services and support to clients, assists homeowners with the process of submitting applications necessary to make architectural changes to their residences, and coordinates and tracks submission of applications and required documents to the Architectural Review Committee (ARC).

Requirements

• Excellent customer service skills.
• Ability to work independently.
• Exhibit professionalism, professional attire, and demeanor at all times.
• Maintain reliable transportation.
• Possess a strong sense of urgency and responsiveness.
• Demonstrate effective oral and written communication and listening skills.
• Possess agile thinking abilities to act effectively and efficiently when faced with changing workloads and situations.
• Must be proficient with computer programs, including Word, Outlook, and Excel.
• Demonstrate organizational skills and the ability to independently prioritize daily workload.
• Strong written and verbal communication skills.
• Ability to establish and maintain effective working relationships with fellow employees, Committee members, residents, and volunteers.
• Ability to work with and maintain the confidentiality of materials.
• Self-motivated and dependable.
• Strong problem-solving skills and multi-tasking abilities.

Nice To Haves

• Bachelor’s Degree preferred.
• 2 years of experience working in Customer Service roles.

Responsibilities

• Provides courteous customer service to clients by attending promptly to all incoming telephone calls, emails, and customer walk-ins.
• Direct incoming calls/visitors to the appropriate team member.
• Greets all residents in a friendly, welcoming manner.
• Works with the Office Manager to review and log all architectural applications.
• Updates Architectural Submission Tracking Spreadsheets upon receipt of files, follows through to completion of project, prepares approval/denial letter and permit card.
• Schedules site inspections for completed architectural projects or escrow demands upon return of the permit card.
• Submits check requests timely to compensate the site inspector upon receipt of the invoice.
• Maintains a positive working relationship with the Architectural Committee Members, including Landscape Architects, as well as Community Association Managers and Associates.
• Closes out applicable open violations upon approval of the Notice of Completion.
• Processes ACH Payment Set-up and Cancellations.
• Assists residents in completing HOA forms as needed.
• Assists in updating and maintaining the homeowner’s association website.
• Aids residents in accessing the website, the homeowner portal, and viewing online billing statements.
• Assists in formulating and sending community Eblasts.
• Practices and adheres to Keystone’s Core Values, Mission, and Vision.
• Performs any additional job duties as required by the supervisor.

Benefits

• Competitive Salary
• Work-Life Balance
• Opportunities for Career Growth
• Training and Mentorship from Successful Leaders in the HOA Industry
• Support for Continued Education
• Cell Phone Stipend
• Mileage Reimbursement
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Savings
• 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)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED