Job Description

Job Description

Are you an experienced Office Manager or Administrative professional? Do you have experience in the construction or property management industries? If so, this could be the opportunity you've been waiting for!

Our client, a large HOA community in the Santa Barbara area, has an immediate need for a Office Administrator/Manager to join their team on a permanent, full-time basis.

The Administrative Assistant will be the first point of contact for residents, vendors, and visitors,

and will play a key role in maintaining smooth day-to-day office functions. The ideal candidate

will have prior experience in a property management setting and be proficient with AppFolio

property management software.

General clerical tasks

• Answer, screen, and direct incoming calls and walk-ins
• Handle customer inquiries and complaints from senior resident/owners
• Organize appointments and meetings
• Maintain calendars and schedules
• Timely distribution and posting meeting minutes, financials, correspondence, etc
• Arrange and prepare presentations for Board packages
• Compile information and update databases for ongoing projects
• Scan incoming correspondence and payables to AppFolio

Data & Document Management –

• Create, maintain, and update various office databases
• Time sensitive legal deadlines for posting documents
• Maintaining docs and files in Windows & AppFolio
• Ensure data security

Interface with vendors, residents and employees

• Maintain office supplies
• Work with the IT department to resolve problems
• Work order support - Scheduling and assigning employees and follow-up as required
• Coordinate service dates with residents and vendors
• Facilitate community activities like parties, celebrations, and events

Support of committees and manager

• Arch & Landscape applications and forms
• New Resident – update of forms and prep packages
• Compliance – Violation support with citations and notices
• Finance & Insurance – deliver and print reports
• Water Resources – invoice download and usage tracking
• Clubhouse - Calendaring and reservations for events and staff
• Newsletter – print, email and coordinate monthly distribution
• Social – Eblast for events, coordinate set up and breakdowns

Qualifications:

• High school diploma or equivalent required
• Bachelor’s degree or equivalent strongly preferred
• Excellent interpersonal skills
• Excellent written/verbal communication
• Experience in a property management environment is preferred.
• Proficiency with AppFolio property management software is preferred.
• Strong organizational and time management skills with the ability to multitask effectively.
• Proficient in Microsoft Office (Word, Excel, Outlook) and general office technology.

To apply, please respond to this positing with a resume and a little about yourself.

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