Community Assistant Job Irvine area,California USA,Administrative/Clerical

Community Assistant

Optimum Professional Property Management, Inc. Located in Irvine, CA

Pay Range $23.00 to $25.00 hour

Come work with us!! We want you to join our team, why you ask? Well, we are one of the top places to work in Orange County. That's right, Optimum has been recognized as one of OC Top Places to Work for the past 3 years. We offer competitive salaries, encourage work life balance and a fantastic company culture.

We are excited to have you join our dynamic and talented team.

How We Invest In You

We offer a competitive salary along with medical, dental, life insurance, 401K match, mileage reimbursement, paid vacation, paid sick leave and paid holidays. We compensate you for effectively managing six or more associations, if you desire, through our portfolio bonus program, along with a portion of all management extras. We provide a work life balance by providing flex time and a generous amount of time off.

We are proud of our on-going training program while encouraging professional growth. These are just a few ways we invest in you!

Our Commitment

Our focus is to elevate industry service standards following our 25-year service vision. Our vision serves as the framework for our roadmap and guides every aspect of our business by describing what we need to accomplish, in order to continue achieving sustainable, quality growth. We are committed to enhancing our leadership and industry expertise to become the premier choice in community management.

We are known to provide the best community manager support in the industry!

Summary Of Job :

Community assistants must have good 'people skills' for building relationships with colleagues at all levels. Also needs to be able to demonstrate well established organizational skills and the ability to prioritize in an active team environment with many distractions. Excellent customer service, time management, attention to detail, and written and oral communication skills are necessary in order to perform the essential functions of the job.

Letter drafting, mail handling, and proper telephone etiquette skills are also necessary in order to facilitate administrative tasks. Have the ability to work independently or with a team in a fast-paced and high-volume environment exuding leadership and the ability to motivate others maintaining a positive attitude at all times.

Essential Duties Include (But Are Not Limited To):

Answer all incoming calls and emails; if unable to take a call/email, the call/email is to be returned within the same business day
Annual Meetings

Prepare annual meeting materials for manager the day of Annual Meeting to include ballot box, voting list, ballots, agenda, etc.

Update Annual meeting package docs for Adjourned Annual Meetings

Attend Annual Meeting if requested as an assistant or Inspector of Election

Break-down of Annual Meeting Box for Managers as requested after meeting is completed

Architectural Applications & Letters

Process Incoming Architectural Applications

Including transmittal letters, denial letters, approval letters, cease and desist letters

Process fees, deposits and refunds for accounting

Handle incoming calls from homeowners requesting architectural applications and forward applications via e-mail/mail/fax

Work directly with Board/Committee in regard to applications, questions from homeowners, etc.

Process Items From Action List
Non-Compliance letters
Response letters
Vendor letters
Memos to Board members

Process Items From Property Inspection Reports
Non-Compliance letters

Proposals

Prepare Request for Proposal and fax, mail, or email

Prepare Bid Accepts and fax, mail, or email

Prepare Bid Regrets and fax, mail, or email

Prepare Correspondence letters
Backup the Receptionist/front desk
Sort and delegate mail for Community Association Managers when they are on vacation
Process tasks included in the New Account Set Up distribution list
Create databases for special projects (Homeowner info forms, Parking Logs, Carport Logs, etc.)
Handle and coordinate Clubhouse Reservations

Receive incoming calls for reservations

Maintain clubhouse calendar

Process all checks for accounting

Fax reservation application/packet

Call Committee/Board members to release…