Operations Assistant (Full-Time)- San Francisco

Action Property Management, the leader in community management, is seeking a full-time Operations Assistant to join our team in San Francisco.

 

Compensation: $29.00- $31.00 Per Hour (Depending on Experience)

 

Schedule: Monday- Friday; 8:00 AM- 4:30 PM (On-Site 5 Days Per Week)

 

Job Summary:

 

The Operations Assistant supports the General Manager and Chief Engineer in all aspects of the daily operations of the Association. The Operations Assistant primary responsibilities include scheduling the Loading Dock for moves and deliveries by residents and their vendors, and assisting the engineering team in day to day administrative duties including acting as a liaison between residents and the engineering team.

 

Essential Duties and Responsibilities:

 

Administrative

 

• Coordinate and schedule all moves and deliveries through the Loading Dock.
• Obtain insurance from vendors utilizing the Loading Dock and file any necessary claims if damage is caused by the vendor to a common area component. Maintain vendor files and insurance certificates.
• Conduct and document periodic interior and exterior daily inspection of the Loading Dock and pathways of travel for the previous and upcoming moves and deliveries. Creates work orders to maintain the common areas.
• Coordinate with the engineering team and vendors for proper protection of the elevators and hallways.
• Act as the primary contact for new residents moving into the building to assist with questions including but not limited to move process, utilities, HOA Assessments, and other new resident items.
• Process new resident paperwork, including but not limited to resident, vehicle, pet, and bike registration forms by entering them into the Association’s management systems.
• Prepare email blasts and other communications.
• Complete charges on resident accounts for moves, service requests, amenity rentals, storage rentals, misc. unit item purchases, and charges as needed.
• Coordinate necessary refreshments and supplies for association meetings and functions.
• Produce regular reports to assist with the tracking HOA related items including occupancy rates, refuse tracker, and other assigned reports as needed.
• Receive and process invoices for the HOA Office. Verify accuracy of invoices and confirmation of previous payments made.
• Assist residents and janitorial with various requests for trash retrieval by the refuse vendor.
• Assist with the Architectural Control Review process including confirming complete applications submitted by owners, prompt submittal and follow up with review committee, and finalizing the review process by submitting additional information as needed.

 

Engineering

 

• Assist in scheduling periodic testing of the building systems. This includes communicating with residents and obtaining access to residences as needed, as well as coordination with vendors and the engineering team.
• Act as liaison for emergency access in units, as well as the reconstruction of units after emergencies such as water leaks.
• Partner with the warranty team to resolve resident unit issues.
• Research and keep up to date of list of recommended/approved HOA vendors for residents.
• Complete regular inspections of the property, including producing a report no less than twice per calendar month of all common areas.

 

Packages

 

• Assist the Front Desk Manager, Supervisors, and Associates in the management of packages.
• Audit package processing to increase efficiencies and safekeeping of packages.
• Develop policies relating to the retrieval/drop off of packages by residents.

 

Resident Services

 

• Perform administrative tasks to ensure the smooth operation of the office, including handling correspondence, phone calls and scheduling.
• Respond to and addresses resident concerns and complaints.
• Prepare and deliver welcome package for new residents.
• Issue access devices, paint kits, and other misc. unit items.
• Reserve and prepare amenity areas for residents.
• Supervise and train front desk staff under direction of General Manager and Resident Relations Manager.
• Provide back up to front desk staff and HOA Office staff when required.

 

Miscellaneous

 

• Act as main point of contact in the HOA Office.
• Monitor cameras throughout shift for awareness of happenings on the property including loading dock activity, resident, staff, and vendor activity, as well as for access control.
• Track and prepare reports on various assigned vendors servicing the HOA.
• Other duties as requested by General Manager and Chief Engineer.

 

Requirements:

 

• Must be over 18 years of age and successfully pass a pre-employment background check and drug screening.
• At least 2 years of Office or Administrative experience.
• Polished and professional appearance and demeanor.
• Upbeat and positive team player attitude.
• Previous HOA or Property Management experience is not required but preferred.

 

Why Join Action?

 

Action's goal is to attract and retain the best talent in the industry. We are proudly rated 4.3 Stars on Glassdoor. Check out our Glassdoor page here: https://tinyurl.com/actionglassdoor

 

Team Member Perks:

 

• Competitive starting compensation
• Comprehensive health benefits and paid time off package for qualifying employees
• On-going hospitality and property management training
• Opportunities for career growth and advancement
• Values-driven company culture promoting teamwork and excellence

 

Action Property Management is an Equal Opportunity Employer and Supports a Drug Free Workplace. Pursuant to the San Francisco Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.