Front Desk & Architectural Administrative Assistant

Keystone Pacific Property Management•Oceanside, CA

2d•$24 - $26•Onsite

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. For more information, please continue reading below! Summary: Provides front desk services and support to clients. Assists homeowners with the process of submitting applications necessary to make architectural changes to their residences. Coordinates and tracks submission of applications and required documents to the Architectural Review Committee (ARC). 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 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)

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.
2 years of experience working in Customer Service roles.
High School Diploma required.

Nice To Haves

Bachelor’s Degree preferred.

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.
Update Architectural Submission Tracking Spreadsheets upon receipt of files, follow through to completion of project; prepare approval/denial letter and permit card.
Upon return of the permit card, schedule site inspections for completed architectural projects or escrow demands.
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.
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)