What are the responsibilities and job description for the Administrative Coordinator position at Powerstone Property Management?
Powerstone Property Management is seeking a full time Administrative Coordinator to work on-site at the Aliso Viejo Community Association (AVCA) office in Aliso Viejo, CA. This full time, hourly position, will support the General Manager and AVCA team in a variety of administrative and clerical functions.
Powerstone offers a nice working environment, a competitive salary dependent on experience, good benefits including medical, dental, life insurance, a matching 401-K, paid sick and vacation and paid holidays.
Essential Functions & Responsibilities
- Interface with guests, residents, board members, committee members, staff, vendors, etc., answering phones and greeting all while providing exceptional customer service.
- Process daily citations/violations.
- Schedule Executive Session hearings.
- Prepare monthly Board minutes as requested.
- Assist in maintaining Association files, minute and report books, agendas and supporting material, and financial documents. Distribute Board and Committee information on an as needed basis. Sending out 5-day reports, Committee minutes.
- Coordinate food arrangements for Board lunches.
- Verify vendor insurance coverage is current.
- Monitor vendor contracts, i.e., when expiring, assist in request for proposals when necessary, understanding and assisting in preparation of association vendor contracts.
- Assist in data entry for homeowner data base (i.e., ASYST, Work points, Board tablets, Nordic).
- Prepare yearly Board/Committee binders as needed.
- Assist in preparing information for required homeowner notifications and annual Board of Directors elections (ballots, envelopes, labels, and postage), scheduling dates, reviewing candidacy information, assembling and distributing all election information to owners.
- Involved in daily customer service requests.
- Answer incoming phone calls and mail, oversee maintenance of office equipment and coordinate mailings.
- Assist in the preparation of Association Board agendas and packets on a monthly basis.
- Maintain annual calendar for Association with all meeting dates and important association events.
- Other duties as assigned.
Education and/or Experience Required
High School Diploma. Junior College level knowledge in business English and communication skills. Between two and five years of related office experience.
Skills and Abilities
- Ability to work flexible hours, including work nights and weekends.
- Must be organized, very detail oriented, able to multi-task and prioritize in fast-paced environment
- Must have exceptional customer service skills
- Excellent written and oral communication skills
- Ability to perform diverse administrative functions and basic accounting procedures
- Strong organization, problem-solving and analytical skills
- Ability to manage priorities and workflow
- Ability to work under stress, with interruptions, and meet all deadlines
- Ability to process verbal information and input this information into computer system
- Ability to follow complex instructions
- Ability to master basic math skills
- Ability to think logically in following procedures and instructions
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $23 - $25