Front Desk & Architectural Administrative Assistant

Front Desk & Architectural Administrative Assistant

Keystone Pacific Property Management, LLC is a property management firm headquartered in Irvine, CA, with offices throughout Northern and Southern California, Colorado, and Idaho. Since 1982, we have led in providing superior customer care for clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large-scale onsite communities, and master-planned community associations.

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).

What We Offer

• Competitive Salary
• Work-Life Balance
• Opportunities for Career Growth
• Training and Mentorship from Successful Leaders in the HOA Industry
• Support for Continued Education
• Cell Phone Stipend
• Mileage Reimbursement
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Savings
• 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
• Bereavement and Mandated Leave of Absence Applicable
• Paid Time Off (PTO)
• 12 Paid Holidays

Responsibilities

• Provide courteous customer service to clients by promptly answering calls, emails, and greeting walk-ins. Direct inquiries to the appropriate team member.
• Greet residents in a friendly, welcoming manner.
• Work with the Office Manager to review and log all architectural applications.
• Update Architectural Submission Tracking Spreadsheets; prepare approval/denial letters and permit cards. Schedule site inspections for completed projects or escrow demands upon permit card return.
• Submit check requests timely to compensate site inspectors.
• Maintain positive relationships with Architectural Committee Members, Landscape Architects, Community Association Managers, and Associates.
• Close out applicable open violations upon approval of the Notice of Completion.
• Process ACH payment setups and cancellations.
• Assist residents in completing HOA forms and updating the homeowner website/portal and online billing statements.
• Assist in formulating and sending community Eblasts.
• Adhere to Keystone’s Core Values, Mission, and Vision.
• Perform additional duties as required by the supervisor.

Qualifications

• Excellent customer service skills.
• Ability to work independently and maintain professionalism at all times.
• Reliable transportation and a strong sense of urgency and responsiveness.
• Effective oral and written communication and listening skills.
• Agile thinking to adapt to changing workloads.
• Proficiency with Word, Outlook, and Excel; strong organizational skills.
• Ability to maintain confidentiality and establish effective working relationships with staff, committee members, residents, and volunteers.
• Self-motivated and dependable with strong problem-solving and multi-tasking abilities.

Education And Experience

• 2 years of experience 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 encountered in essential job functions. Reasonable accommodations may be made for individuals with disabilities.

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

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. For assistance with the online system, email  with a description of the requested accommodation, your name, and contact information. Keystone Pacific Property Management, LLC is an equal-opportunity employer. All applicants may be subject to a Background and DMV Check.

Salary

$24.00 - $26.00 Hourly