HOA Part-Time Front Desk Coordinator (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary

The Front Desk Coordinator provides high quality concierge services for the residential properties. The Front Desk Coordinator pro-actively anticipates the needs of the customer so a solution can be offered before being requested, personalizing the delivery of the service to meet the specific needs of each customer, reminding the customer of scheduled events, appointments, constraints, etc., and protecting the customer from unnecessary or unwanted demands by others.

Essential Duties And Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide excellent customer service with the highest level of responsiveness. Acknowledge and greet all residents and guests with utmost courtesy
• Provide personal services that may include, but not limited to, scheduling transportation, assisting with dining room reservations, requesting maintenance work orders, mail holds, etc.
• Assist with deliverable services that may include, but not limited to, dry cleaning, faxing, copying and other errands.
• Project an approachable and professional image in personal appearance, manner, and demeanor.
• Maintain a work environment of cleanliness and organization.
• Assure prompt and positive action on all resident complaints, questions, concerns and suggestions, as well as conduct quality assurance follow-up; respond to inquiries regarding services and building issues. Report or direct issues to the appropriate department manager.
• Communicate with other Front Desk associates by relaying pertinent information verbally as well as providing written documentation in the Shift Log via Building Link program.
• Understand the emergency procedures at the Front Desk, including the pendant/pull cord system and 911 protocols. React quickly to emergency situations and coordinate with the Valet(s) to make all the necessary preparations for the emergency responders.
• Maintain consistent presence at workstation.
• When so directed, participate in resident organization and functions.
• Record reservations for guest and conference/party rooms. Forward event planning opportunities to Activities Director.
• Use professional telephone etiquette in handling resident requests. Use work order system when necessary.
• Assist and coordinate with new move-ins or move-outs, as necessary.
• Provide administrative assistance with resident files and emergency information.
• Maintain key log and all applicable data sheets. Take ownership of all appropriately loaned keys to vendors, contractors, realtors, and guests.
• Assist with package deliveries. Log receipts of packages delivered for residents and coordinate a pick-up or delivery when convenient.
• Provide access control services and remain vigilant of non-residents and their purpose for being on property.
• Provide continuous updates, edits, reviews, and additions to the database (emergency contacts, Shelter-in-Place, Permission-to-Enter, Power of Attorney forms, etc.)
• Perform necessary functions on the Building Link program to ensure proper tracking, relay of information and data entry. Read shift logs and front desk directions to stay apprised of front desk procedures and information.
• Review the Front Desk Staff Procedures to carry out other necessary duties.
• Have an understanding of the property rules and regulations and other governing documents for compliance purposes and report any noncompliance matters as necessary.
• Other duties as assigned or requested from supervisor.
  
  

Requirements

Knowledge, Skills and Experience:

• Must demonstrate a positive attitude and professional demeanor, serving as an ambassador for the company, and encouraging other employees to do the same.
• Ability to apply common sense understanding to carry out instructions furnished in written, verbal, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to read and interpret documents such as operating and procedural manuals.
• Ability to perform basic math skills such as addition, subtraction, multiplication and division.
• Requires strong communication, organizational, decision-making and interpersonal skills.
• Ability to be detail-oriented white maintaining thorough follow-through.
• Ability to multi-task and to work well under pressure.
• Requires professional demeanor with ability to use independent judgment to handle any customer services matters in satisfactory manner.
• Proficiency with electronic resources such as Internet search, Outlook and Word.
  
  

Minimum Education

1 - 2 years’ experience

High School Diploma or equivalent

Bachelor’s degree preferred.

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

Availability

Mondays - Thursdays 10:00 am - 5:30 pm

Tuesdays - Wednesdays 8:00 am -3:30 pm

Work Environment

The attendant works in a well-lighted, clean environment. S/he constantly interacts with other people, and may have to handle several responsibilities at once. The Association maintains a smoke-free environment throughout its property.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.