Administrative Assistant

2 days ago

San Francisco CA United States Action Property Management Full time

Who We Are

With a legacy spanning four decades, Action Property Management has become the premier choice for homeowner’s association management. Founded in 1984, Action began with a single client and a vision to elevate ethical and professional standards in the HOA industry. Our unwavering commitment to integrity, and professionalism coupled with our core values of excellence, innovation and care for people, continues to define us. Today, as the largest privately owned HOA management company in the West, we proudly serve over 300 communities across 9 offices. Our success is fueled by a team of nearly 900 dedicated team members who genuinely love what they do and are dedicated to helping homeowners thrive and love where they live.

Action Property Management, the leader in community management, is seeking a full-time Administrative Assistant to join our team at our luxury association, The Infinity , located in San Francisco.

Job Responsibilities:
  • Assist the Assistant General Manager with ensuring that the Association scheduled management activity calendar is maintained and that proper notification is provided along with the relative information to those who are impacted by the action (residents and staff members).
  • Work under the direction of the Assistant General Manager to maintain a daily activity calendar of events such as meeting notices, weekly news updates, elevator announcements, Front Desk flyers and resident hearing notices etc. that are occurring throughout the day and report any possible scheduling conflicts.
  • Update resident notices as directed by Management during Association-Approved Maintenance Projects and/or Contracted Services such as the Exterior Window Washing, and Annual Unit Inspections.
  • Responsible for being the primary phone and office receptionist to answer calls and direct them to the appropriate person(s) and answer any routine questions on the phone, voice mail or via email.
  • Receive and sort all incoming and outgoing mail for The Infinity Owners Association Management Office.
  • Assist with other administrative duties, including accepting payments and deposit collection/refund for residents along with documentation of damages by a resident.
  • Responsible for ordering office supplies.
  • Responsible for compiling/analyzing various reports and spreadsheets, as directed.
  • Responsible for composing, transcribing, and typing letters, memos, reports, and spreadsheets as directed.
  • Update resident notices as directed by Management during Association-Approved Maintenance Projects and/or Contracted Services such as the Exterior Window Washing, and Annual Unit Inspections.
  • Responsible for filing and updating minutes as well as purging files such as invoices, resident forms, etc.
  • Responsible for making copies of Directors Report for Board Members and Management.
  • Maintain an up-to-date hard copy of forms used to acquire Resident information and emergency procedures.
  • Contact new homeowners after welcome letters have been sent, confirm phone numbers, e-mails etc. and assist with answering any questions they have regarding moving.
  • Assist the concierge with resident amenity reservations and rental/return of Association-owned event rental items, as well as basic conceptual assistance with Residents wanting to have catering, rental deliveries, delegation to personal assistants, etc., so as to fall in line with Board rules regarding guest limits, types of activities, and Loading Dock use.
  • Provide Moving Procedures to the homeowners for review and signature.
  • May be called upon to act as emergency back-up staff member for another department.
  • Assist with verifying that all vendors and contractors have current COI on file and architectural approval on file before allowing access to property.
  • Maintain the Insurance Tracking Log (reviewing monthly and maintaining the spreadsheet and hard copy files).
  • Review and be familiar with the Association’s Governing Documents, CC&R’s and the Rules and Regulations of The Infinity Owners Association for compliance by Residents and guests.
  • Be familiar with all evacuation and emergency procedures.
Qualifications / Requirements:
  • Must be over 18 years of age and successfully pass a pre-employment background check and drug screening.
  • Good verbal and written communication skills, skilled in grammar, spelling and letter composition.
  • Minimum (2) years office experience.
  • Minimum typing speed 60 WPM.
  • Familiarity with office equipment, including computers, scanners, copiers.
  • Experience with Microsoft Office 2003, Word and Excel.
  • Availability to work overtime as requested/needed.
  • Dependable, punctual, and reliable.
  • Professional manner and appearance.
  • Ability to understand and follow directions accurately.
  • Self-starter with good organizational skills, ability to prioritize, time management skills.
  • Ability to maintain a neat work environment.
Why Join Action?
  • Action's goal is to attract and retain the best talent in the industry. We are proudly rated 4.3 Stars on Glassdoor. Check out our Glassdoor page here:

Team Member Perks:

  • Comprehensive health benefits and paid time off package for qualifying employees.
  • On-going hospitality and property management training.
  • Opportunities for career growth and advancement.
  • Values driven company culture promoting teamwork and excellence.

$25 - $25 an hour

Compensation: $25.00 Per Hour

Schedule: Tuesday- Saturday; 9:00 AM- 5:30 PM

Why You'll Love Working at Action

At Action Property Management, we believe in creating an environment where you truly love where you work. We offer competitive pay and ample opportunities for career growth and advancement. Our comprehensive benefits package includes medical, dental, vision, pet insurance, 401(k) with company match, and life and disability support for qualifying team members. We also provide generous paid time off, including vacation hours, sick time, and company-observed holidays for qualifying team members. We are committed to investing in the infrastructure, technology, training, and tools you need to excel in your role. Our relentless dedication to our company values and culture ensures a workplace where you feel heard, supported, and valued. Join us at Action Property Management and make a meaningful impact.

Action Property Management is an Equal Opportunity Employer and Supports a Drug Free Workplace. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

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