Community Assistant

Job Description

Job Description

Optimum Professional Property Management, Inc. Located in Irvine, CA

Pay Range $23.00 to $25.00 hour

Come work with us!! We want you to join our team, why you ask? Well, we are one of the top places to work in Orange County. That’s right, Optimum has been recognized as one of OC Top Places to Work for the past 3 years. We offer competitive salaries, encourage work life balance and a fantastic Company Culture.

We are excited to have you join our dynamic and talented team.

HOW WE INVEST IN YOU

We offer a competitive salary along with medical, dental, life insurance, 401K match, mileage reimbursement, paid vacation, paid sick leave and paid holidays. We compensate you for effectively managing six or more associations, if you desire, through our portfolio bonus program, along with a portion of all Management extras. We provide a work life balance by providing flex time and a generous amount of time off. We are proud of our on-going training program while encouraging professional growth. These are just a few ways we invest in YOU!

OUR COMMITMENT

Our focus is to elevate industry service standards following our 25-year service vision. Our vision serves as the framework for our roadmap and guides every aspect of our business by describing what we need to accomplish, in order to continue achieving sustainable, quality growth. We are committed to enhancing our leadership and industry expertise to become the premier choice in community management. We are known to provide the best Community Manager support in the industry!

Summary of Job :

Community Assistants must have good ‘people skills’ for building relationships with colleagues at all levels. Also needs to be able to demonstrate well established organizational skills and the ability to prioritize in an active team environment with many distractions. Excellent customer service, time management, attention to detail, and written and oral communication skills are necessary in order to perform the essential functions of the job. Letter drafting, mail handling, and proper telephone etiquette skills are also necessary in order to facilitate administrative tasks. Have the ability to work independently or with a team in a fast-paced and high-volume environment exuding leadership and the ability to motivate others maintaining a positive attitude at all times.

Essential Duties Include (but are not limited to):

• Answer all incoming calls and emails; if unable to take a call/email, the call/email is to be returned within the same business day
• Annual Meetings

1. Prepare annual meeting materials for manager the day of Annual Meeting to include ballot box, voting list, ballots, agenda, etc.
2. Update Annual meeting package docs for Adjourned Annual Meetings
3. Attend Annual Meeting if requested as an assistant or Inspector of Election
4. Break-down of Annual Meeting Box for Managers as requested after meeting is completed

• Architectural Applications & Letters

Process Incoming Architectural Applications

1. Including transmittal letters, denial letters, approval letters, cease and desist letters
2. Process fees, deposits and refunds for accounting
3. Handle incoming calls from homeowners requesting architectural applications and forward applications via e-mail/mail/fax
4. Work directly with Board/Committee in regard to applications, questions from homeowners, etc.

• Process items from Action List
  1. Non-Compliance letters
  2. Response letters
  3. Vendor letters
  4. Memos to Board members
• Process Items from Property Inspection Reports
  1. Non-Compliance letters
• Proposals

1. Prepare Request for Proposal and fax, mail, or email
2. Prepare Bid Accepts and fax, mail, or email
3. Prepare Bid Regrets and fax, mail, or email

• Prepare Correspondence letters
• Backup the Receptionist/front desk
• Sort and delegate mail for Community Association Managers when they are on vacation
• Process tasks included in the New Account Set Up distribution list
• Create databases for special projects (Homeowner info forms, Parking Logs, Carport Logs, etc.)
• Handle and coordinate Clubhouse Reservations

1. Receive incoming calls for reservations
2. Maintain clubhouse calendar
3. Process all checks for accounting
4. Fax reservation application/packet
5. Call Committee/Board members to release keys and/or inspect rooms
6. Prepare deposit return letters

• Process and manage association keys (pool keys, tennis court keys, etc.), gate remotes, and parking stickers/decals/permits - Back-up for Maintenance Coordinators
• Receive incoming calls for all of the above
• Issue per instructions on Association’s profile
• Process all payments for accounting
• Keep an inventory of the above and re-order when needed

**More duties and responsibilities will be discussed in detail if called upon for an interview.

Knowledge, Skills and Experience :

• MS Office – Excel, PowerPoint, Word, Outlook
• Operate Office Phone System – voicemail, call transfer, call hold, call park, and conference call
• Operate Office Equipment
• Type 80+ wpm minimum
• Understand Internet
• Vantaca software
• Create and maintain spreadsheets

Benefits :

Medical, Dental, Life Insurance, 401K match, paid vacation, paid sick leave, paid holidays plus birthday off, business casual environment and incentive programs! Orange County Register's Top Places to Work in OC for 3 years in a row!! High CEO rating on Glassdoor, check it out!!