Administrative Support Coordinator (HOA)

Job Description

Job Description

Description:

Become the Best Part of PMP Management!

PMP is seeking a motivated, detailed, communicative and personable professional to join our team as

Front Desk Administrative Support Coordinator , Carlsbad, CA.

Who We Are

Property Management Professionals (PMP) is an industry leading Association management firm providing extraordinary services to common interest developments throughout Southern California, Texas, and Utah. PMP delivers a level of service only a local management partner can, with the depth and breadth of support and training only seen at much larger management firms.

PMP is one of the fastest-growing management firms in each of our respective submarkets, which provides our team members a unique opportunity to develop and grow their careers. Our people-centric culture attracts and retains the industry’s top talent and has served as one of our competitive advantages, driving our growth and success over the past decade and a half.

Who We’re Looking For

PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients.

Position Overview: The Front Desk Administrative Support Coordinator is responsible for providing front desk reception coverage, administrative and clerical support, and coordination assistance for access devices, architectural applications, clubhouse applications, and other HOA/property management-related tasks.

This position serves as a key support role for the Carlsbad office by answering phones, greeting visitors, responding to inquiries, maintaining records, preparing correspondence and reports, assisting community management staff, and helping ensure homeowner and client requests are handled courteously, accurately, and in a timely manner. The role will also assist with access device programming and tracking, clubhouse reservations and application processing, architectural application intake and coordination, billing logs, filing, and special projects.

Essential Duties and Responsibilities

Front Desk and Reception

• Serve as the first point of contact at the Carlsbad front reception desk.
• Greet homeowners, board members, vendors, clients, visitors, and team members in a professional and friendly manner.
• Ensure phones are answered properly and messages are handled courteously, accurately, and in a timely manner.
• Receive and screen calls, visitors, and correspondence, directing inquiries to the appropriate team member or department.
• Assist clients, homeowners, vendors, board members, and fellow employees in a professional and service-oriented manner.
• Maintain a clean, organized, and professional front desk and reception area.
• Support general office operations and day-to-day administrative needs.

Administrative and Clerical Support

• Provide administrative and clerical support to community management staff, leadership, and/or the General Manager, including preparation of reports, letters, correspondence, forms, spreadsheets, and other documents.
• Maintain calendars, contact lists, schedules, phone lists, and other internal reference documents.
• Prepare, update, scan, file, and organize documents, records, meeting materials, applications, reports, and correspondence.
• Prepare binders, spreadsheets, and documentation for meetings, as needed.
• Assist with meeting calendars, staff meeting coordination, and internal communications.
• Request copies of invoices, checks, records, and other information as necessary.
• Create and update logs, tracking sheets, and administrative records.
• Update procedures and reference materials as needed.
• Assist with special projects and other duties as assigned.

Access Device Coordination

• Maintain, track, program, and distribute access devices, including keys, fobs, remotes, gate access credentials, and related community access items.
• Run access device reports for Community Managers as requested.
• Maintain access device inventory, organization, and related records.
• Manage and maintain community directories, including processing changes, additions, and new community setup, as applicable.
• Assist homeowners with access-related questions, entry systems, and troubleshooting login or access issues.
• Coordinate with Community Managers, vendors, and homeowners regarding access device needs and updates.
• Track access device activity for billing, reporting, and internal recordkeeping.

Architectural Application Support

• Receive, log, and review architectural applications for completeness.
• Confirm required forms, supporting documents, plans, photos, deposits, or fees are included, as applicable.
• Route architectural applications to the appropriate Community Manager, architectural committee, board, or other reviewing party.
• Communicate application status, missing items, deadlines, and next steps to homeowners and internal team members.
• Maintain architectural application records, tracking logs, approval/denial correspondence, and related documentation.
• Assist with follow-up communications to ensure timely processing of architectural applications.
• Support Community Managers with architectural-related reports, notices, and homeowner inquiries.

Billing, Records, and Reporting Support

• Prepare, code, research, and process invoices and check requests related to assigned office or community functions, as needed.
• Receive checks and prepare them for signatures or processing according to company procedures.
• Maintain logs for access devices, clubhouse applications, architectural applications, welcome packages, and other billable items.
• Assist with monthly billing by logging applicable access device, clubhouse, application, move, or other community-related charges.
• Scan, file, and maintain financials, reports, meeting documents, and other records, as assigned.
• Support Community Managers with reports, documentation, ownership changes, reimbursements, and other administrative requests, as needed.

Required Qualifications

• High school diploma or GED required.
• Two-year associate degree or higher preferred.
• One to three years of administrative, front desk, customer service, property management, or HOA-related experience preferred.
• Prior experience in community association management, HOA administration, access device coordination, architectural applications, or clubhouse/amenity reservations is a plus.
• Excellent customer service skills and a strong desire to provide extraordinary service.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and perform under deadlines and pressure in a fast-paced environment.
• Ability to build rapport with homeowners, board members, vendors, clients, and team members.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong computer skills and ability to learn internal systems, databases, and community management platforms.
• Motivated, self-starting, reliable, and professional.
• Ability to communicate respectfully, assertively, and constructively.

Knowledge, Skills, and Abilities

• Professional and welcoming front desk presence.
• Strong problem-solving skills.
• Ability to prioritize competing requests and follow through on assignments.
• Ability to maintain confidentiality and handle sensitive homeowner, client, vendor, and company information appropriately.
• Ability to maintain accurate records, logs, and documentation.
• Comfort interacting with homeowners, board members, vendors, and internal team members by phone, email, and in person.
• Ability to sit for most of an eight-hour shift, with occasional walking, standing, filing, lifting, or office-related movement as needed.
• Schedule flexibility to work full-time, Monday through Friday, based on business needs.