Front Desk & Architectural Administrative Assistant

Keystone Pacific Property Management, a well-respected, growth oriented and forward-thinking HOA firm, is seeking a Front Desk and Architectural Administrative Assistant for our beautiful property in Oceanside. This position will offer the right candidate a wide variety of duties, while gaining experience in the HOA industry.

 

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 reward those who exceed expectations. We foster a culture of open feedback and continuous growth.

 

 

What We Offer:

• Competitive pay
• Work/Life Balance
• Opportunities for career growth
• Training and mentorship from successful leaders in the HOA industry
• Mileage and cell phone reimbursement provided
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Insurance
• 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
• PTO
• Birthday Time Off
• 11 Paid Holidays

 

Work Schedule:

Monday – Friday, 8:30 AM – 5 PM

 

Essential Job Duties and 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 appropriate team member.
• Greets all residents in a friendly welcoming manner.
• Works with 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 permit card schedule site inspections for completed architectural projects or escrow demands.
• Submits check request timely to compensate site inspector upon receipt of 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 website, homeowner portal and view 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 supervisor.

 

 

Qualification Requirements:

• Excellent customer service skills.
• Ability to work independently.
• Exhibit professionalism, professional attire, and demeanor at all times.
• Maintain reliable transportation.
• Possess 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 confidentiality of materials.
• Self-motivated and dependable.
• Strong problem-solving skills and multi-tasking abilities.

 

 

Education and/or Experience:

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

 

 

Work Environment:

The work environment and physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit, stand, and operate business equipment.
• Typical office environment with low level noise exposure.

 

 

 

We invite you to view our LinkedIn, Instagram, and Facebook to get an inside look on what Keystone is all about! Check out our website at www.kppm.com. Click on “Careers” and stay connected!

 

 

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to [email protected] for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to accessibility of the on-line application system by individuals with disabilities.

 

 

 

Keystone Pacific Property Management, LLC is an equal opportunity employer. All applicants will be subject to a Background Check.