Administrative Assistant

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Job Type

Full-time

Description

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

We have an excellent opportunity for an experienced Administrative Assistant to join our amazing team in Oceanside. For more information, please continue reading below!

Summary: The responsibilities of the Administrative Assistant is to act as support staff to the administration department and directly report to the Office Manager in the HOA office. This individual will provide contact with residents, internal staff, and the public in addition to handling administrative tasks at hand.

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

We're thrilled to share that Keystone is officially certified as a Great Place to Work! This recognition reflects our commitment to fostering a positive and supportive work environment where everyone can thrive. We invite you to learn more about what makes Keystone special by checking out our certification details here.

What We Offer

• Competitive Salary
• Work-Life Balance
• Opportunities for Career Growth
• Training and Mentorship from Successful Leaders in the HOA Industry
• Mileage Reimbursement
• 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
• Bereavement and Mandated Leave of Absence Applicable
• Paid Time Off (PTO)
• 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays)
  
  

Requirements

Essential Job Duties and Responsibilities:

New Resident Registrations

• Prepare New Resident Registration Packets.
• Schedule appointments and meet with new residents in order to educate them on the community.
• Enter and maintain information in multiple databases.
  
  

Committees

• Prepare Committee notices, agendas, and informational packets for meetings.
  
  

Citation Review, And Audio Visual

• Take and transcribe minutes for Committee meetings, mentioned above, in draft and distribute for Committee members for review; Prepare final minutes with side summaries.
• Maintain and track.
• Provide detailed responses to information requests about various committee activities.
• Draft correspondence- violation notices, homeowner responses.
• Organizational support.
• Obtain signatures (minutes, contracts, etc.)
  
  

Provide Administrative Support To The Maintenance Director

• Obtain signatures (minutes, contracts, etc.).
• Act as recorder for subcommittee meetings.
• Maintain the Board folders with agenda items.
• Draft correspondence.
• Organizational support.
• Maintain the Office calendar and assist with meeting coordination.
• Process payables for approval.
• Assist with other jobs and other duties as necessary.
• Practice and adhere to Keystone’s Core Values, Mission, and Vision.
• Any additional job duties as required by the supervisor.
  
  

Qualification Requirements

• Knowledge of the proper operation of modern office equipment, MS Office, and digital storage.
• Ability to research problems, prepare written recommendations, and compose correspondence.
• Proficient in the Microsoft Suite Programs.
• Strong written and verbal communication skills.
• Ability to establish and maintain effective working relationships with fellow employees, clients, residents, and volunteers.
• Ability to work with and maintain the confidentiality of materials.
• Must be at least 18 years of age.
• Excellent interpersonal skills.
  
  

Education And/or Experience

• At least 2 years of experience working in an Administrative related role.
• Bachelor’s Degree preferred.
• High School Diploma or GED 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.

• Exhibit professionalism, professional attire, and demeanor at all times.
• 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 at 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 the accessibility of the online application system by individuals with disabilities.

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

Salary Description

$20.00 - $23.00 Hourly