Administrative Coordinator

Company Description Village Management Services, Inc. (VMS) provides professional management services to Laguna Woods Village, the largest independent-living community for people 55 and older in Southern California. The community spans 2,100 acres, includes 12,736 homes, and is home to approximately 18,000 residents, making operations similar to managing a small city. About 1,000 VMS employees deliver a wide range of services and maintain the community’s infrastructure as part of a mutual-benefit, nonprofit corporation. VMS is known for its commitment to quality and excellent customer service, helping make Laguna Woods Village one of the most emulated active retirement communities in the country. Pay Rate: 21.63-29.09 Role Description Performs a variety of clerical and specialized office tasks related to the division in relieving a superior of administrative details.Composes correspondence, types a variety of reports and materials and prepares special reports. Coordinates functions between managers of each work center within the division as well as those services provided by outside contractors.Prepares time sensitive personnel changes for the Division that require coordination with the Department Manager, Division Director and Human Resources.Participates in preparing budgets, maintains budget accounts, establishes and maintains complex filing systems.Relays complex and important instructions and messages. Maintains appointment schedules, screens and refers callers, provides detailed responses to information requests about programs and activities. Assists in the preparation and distribution of agendas and supporting materials for boards and committees.Contacts members and arranges meeting room facilities, transcribes and distributes minutes and related information. Coordination of office clerical staff for special projects and routine keyboarding and clerical functions that follow generally prescribed or established procedures.May train clerical staff on company and division policies and procedures. Regular attendance required.All duties performed on-site for the Community. Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds. NON-ESSENTIAL FUNCTIONS: Maintains various records on division activities pertaining to personnel changes, employee roster, holiday schedules, purchasing, travel expenses and related activities. Qualifications Candidates should possess strong Communication skills, including clear verbal and written communication and the ability to interact professionally with residents, colleagues, and vendors. Candidates should possess solid Administrative Assistance skills, including scheduling, recordkeeping, document preparation, and proficiency with office software (e.g., MS Office or similar tools). Candidates should possess effective Customer Service skills, demonstrating patience, empathy, and responsiveness when supporting residents and internal stakeholders. Candidates should possess basic Finance-related skills, such as handling invoices, tracking expenses, or assisting with budget documentation where needed. Candidates should possess strong Organization Skills, including attention to detail, time management, and the ability to prioritize multiple tasks in a fast-paced environment. Additional beneficial qualifications include prior experience in property management, community services, or a similar setting; familiarity with nonprofit or mutual-benefit organizations; and the ability to work both independently and as part of a collaborative team. High school diploma or equivalent required; postsecondary coursework or a degree in Business Administration, Office Management, or a related field is preferred. #J-18808-Ljbffr