Assistant General Manager

Description Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Northern and Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned‑unit developments, condos, mixed‑use, commercial, new project developments, large‑scale onsite communities, and master‑planned community associations. Summary Assists the General Manager in managing the daily operations of the Homeowners Associations. Work involves regular contact with Boards of Directors, Committee Members, Residents, Developer Representatives, and Corporate Staff. Why Join Keystone Keystone is a company dedicated to empowering our team members to improve people’s lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients. As a member of our team, your talents will be nurtured, and your contributions will be supported in a value‑based environment that fosters the type of professional quality our customers have come to rely upon. We provide an environment for people that nurtures leadership and promotes personal success and rewards those who exceed expectations. We foster a culture of open feedback and continuous growth. What We Offer Competitive Salary Work‑Life Balance Opportunities for Career Growth Training and Mentorship from Successful Leaders in the HOA Industry Cell Phone Stipend Mileage Reimbursement Medical (HMO and PPO), Dental, and Vision Flexible Spending Account Pet Insurance Pre‑Paid Legal Employer Paid Basic Life/AD & D Insurance Voluntary Life and Short‑Term Disability Insurance Free Employee Assistance Program 401(k) Retirement Plan with Company Match Financial and Health/Wellness Education Bereavement and Mandated Leave of Absence Applicable Paid Time Off (PTO) 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays) Essential Duties and Responsibilities Prepares Association Board Packets on a monthly basis. Maintains annual calendar with all meeting dates and important association events. Attends Board meetings to take and transcribe minutes from said meetings. Schedules rooms and set‑ups for Board and Committee Meetings. Maintains Association files, Notebooks, Minute Books, Committee Minute books, and Agenda Notebooks. Distributes Committee/Delegate information on a weekly basis. Oversees Age Violations/Exceptions within the community. Research possible violations and talk with residents individually to find out specific situations. Copies and distributes association financial statements to the Board of Directors, staff, and Committee Members. Coordinates Annual Board of Directors Elections by preparing information (ballots, envelopes, labels, postage), scheduling dates, reviewing candidacy information, assembling and distributing all election information to owners; processing returned ballots, verifying owner information, preparing ballots for Delegate with vote totals by District, and preparing all forms associated with the Annual Meeting. Attend the Annual Meeting, take minutes, and process work generated from the meeting. Assembles and mails annual audits and budgets to all residents. Performs bank reconciliations and related record keeping. Handles on‑site petty cash account and all related activity. Reconciles account and sends all backup and reconciliation information to PCM Corporate for processing and replenishing. Processes accounts payable check requests and invoices for payments on a daily basis for all Association expenses. Oversees maintenance and administration of telephones and office equipment, maintain balance in postage machine. Performs general typing and other projects assigned by the Board of Directors, Committee Chairpersons, and General Manager. Performs assigned duties while providing a consistent friendly and helpful attitude with clients and co‑workers. Attends committee meetings and takes and transcribes minutes. Assists staff as needed, including the maintenance team’s work. Will be assigned ad‑hoc projects with varying scope and areas of involvement. Practices and adheres to Keystone’s Core Values, Mission, and Vision. Any additional job duties as required by the supervisor. Qualification Requirements Must possess a valid Driver’s License and maintain a clean DMV record. Must have reliable transportation and the ability to drive to and from communities. Ability to produce accurate and quality work. Ability to provide impeccable customer service to all parties. Knowledge of business communications, vocabulary, spelling, and arithmetic. Knowledge of the organization and functions of the corporation, including practices and procedures. Familiarity with Homeowner Association CC&Rs, bylaws, and contracts; with the ability to read, understand, and implement said guidelines. Ability to research problems, prepare written recommendations, and compose correspondence. Ability to communicate effectively and to understand and follow oral and written directions. Ability to gather, analyze, and evaluate facts to prepare/present concise oral and written reports. Ability to ensure thorough follow‑up and meet deadlines. Ability to perform all functions listed above to an acceptable level with little or no supervision and to seek additional responsibilities. Ability to use modern office equipment and software programs as applicable. Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook Ability to type a minimum of 40 wpm, take and transcribe dictation, and prepare reports using word processing software. Ability to work with confidential materials. Must be able to work extended hours or overtime. Verifiable references. Able to pass a background check. Education And/or Experience 3 or more years of experience supporting a General Manager is required. High School Diploma or GED required. Bachelor’s Degree preferred. Work Environment The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Ability to drive to communities. Ability to sit, stand, and operate business equipment. Typical office environment with low‑level noise exposure. Keystone Pacific Property Management, LLC is an equal opportunity employer. All applicants will be subject to a Background and MVR Check. Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to View email address on click.appcast.io for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities. Salary: $73,000 - $75,000 Annually #J-18808-Ljbffr