Residential Services & Office Coordinator

The Desert Highlands Association•Scottsdale, AZ

1d•Hybrid

About The Position

This hybrid role offers the best of both worlds — direct engagement with members and a behind-the-scenes role in keeping the administrative office operations running smoothly. It requires both a hospitality mindset and strong administrative capabilities, making it perfect for someone who enjoys variety, people-focused work, and operational excellence. As the Residential Services Coordinator, you are responsible for delivering exceptional service to members of the Desert Highlands community. Acting as a central point of contact, this role ensures seamless coordination of lifestyle services, residential maintenance requests, vendor interactions, and general member support. The ideal candidate is highly organized, personable, and service-oriented, with a proactive approach to problem-solving. As the first point of contact for members, guests, and visitors, you will provide a warm and professional welcome to the club. This role is responsible for managing front desk operations, including answering phones, greeting guests, assisting with reservations, and supporting member needs with the highest level of service and discretion. A polished appearance, strong communication skills, and a hospitality-focused mindset are essential.

Requirements

High school diploma or G.E.D. equivalent.
At least 2 years of related work experience in hospitality, concierge, property management, HOA, and/or customer service.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher etc.), Data entry tools or databases (Google sheets, Microsoft access, etc.)
Must have reliable transportation.
Must possess and demonstrate excellent communication skills as well as positive professional business image.
Must be able to prioritize effectively and manage multiple interruptions and isn't easily overwhelmed.
Present a positive, professional image; solid leadership skills required.
Must be self-motivated and customer service oriented.
Ability to prioritize and carry out responsibilities independently with minimal direction.
Must have superior interpersonal as well as written and oral communication skills.
Must demonstrate appropriate analytical skills, attention to detail, organizational skills.
Ability to work with general office equipment such as a personal computer and keyboard, facsimile machines and photocopier, audio and video equipment for teleconferencing.

Responsibilities

Answers incoming calls, transfers, and takes messages as needed. Directs callers to voice mail system when necessary. Takes overall responsibility for the distribution of calls.
Enter work orders for Residential Services into the software and correspond with Residential Services Inspectors and HOA members with questions and updates regarding the services of Residential Services.
Efficiently communicate with the Residential Services inspectors in the field
Serve as the primary liaison between residents and the club’s departments (concierge, security, maintenance, etc.).
Manage resident requests for home-related services including deliveries, transportation, reservations, and event planning.
Maintain accurate records of resident profiles, preferences, and service histories.
Facilitate vendor access and oversee service quality during residential appointments.
Support new residents with orientation, welcome packets, and onboarding to club services.
Ensure all resident concerns and issues are resolved promptly and professionally.
Maintain compliance with club policies and uphold high standards of confidentiality and professionalism.
Track and manage all member Residential Services service agreements.
Assist members with filling out agreements when necessary.
Keep up to date and accurately input in Outlook calendar in proper format.
Promote Residential Services and educate members to make sure members are aware of services offered.
Greet members and guests with warmth and professionalism upon arrival.
Answer incoming phone calls promptly and direct them to the appropriate departments or staff.
Manage all mail sorting and distribution including supplies for FedEx and USPS and management of mailbox keys.
Maintains clean, organized and welcome reception and lobby area.
Manages notary appointments
Maintain filing as needed
Provides administrative support to Design Review when assigned by the Chief Experience Brand Officer.
Handle majority of kitchen duties including loading/unloading of dishwasher daily.
Ensure coffee/tea supplies are on hand.
Ensure Conference room is tidy and ready for board and committee use.
Provide administrative support to Directors and Managers as needed.
Maintain and update the organization's phone list.
Other duties as assigned by management