Community Operations Coordinator - Woodside

Job Description

Job Description

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. 

Job Summary

The Community Operations Coordinator provides administrative and operational support to the General Manager and assists with the daily operation of the Association office. This position coordinates front office operations, homeowner services, work order administration, compliance, governance support, and administrative functions while serving as a key point of contact for residents, vendors, and guests.

Schedule: Monday- Friday; 9:00 AM- 6:00 PM

Compensation: $33.00- $36.00 Per Hour (Depending on Experience)

Community Services & Front Office Operations

• Serve as the primary point of contact for residents, vendors, and visitors.

• Answer telephones, emails, and assist walk-in residents.

• Register owners, tenants, pets, and vehicles.

• Respond to resident inquiries by phone, email, and in person, escalating complex matters to the General Manager as appropriate.

• Issue parking permits, gate remotes, pool keys, and other access devices.

• Accept payments, applications, and process amenities rentals.

• Order office supplies and update the Association website.

• Maintain a professional front office.

• Maintain homeowner confidentiality and handle sensitive information in a professional manner.

Work Order & Maintenance Coordination

• Receive, process, and track work orders.

• Coordinate homeowner access with maintenance staff and vendors.

• Monitor work order progress, communicate updates to residents as needed, and escalate emergency or safety concerns to the General Manager or Facilities Manager.

Financial & Administrative Support

• Process homeowner payments and maintain payment records.

• Assist with account research and homeowner billing inquiries.

• Coordinate escrow requests and lender questionnaires.

Association Administration

• Maintain homeowner and resident records.

• Process registrations and architectural applications.

• Prepare correspondence, notices, and other community communications.

• Maintain Association files and vendor records.

• Provide administrative support.

• Maintain calendar and deadlines for Association meetings, projects, inspections, and recurring operational tasks.

Compliance

• Coordinate administrative support for the Rules Hearing Committee.

• Prepare courtesy notices, violation notices, hearing notices, and fine letters.

• Maintain compliance records.

• Prepare hearing packets and process Board decisions.

• Coordinate compliance matters with Security and Maintenance.

  Governance Support

• Coordinate architectural inspections and maintain application records.

• Communicate with homeowners regarding architectural applications, approvals, inspections, and deposit refunds.

• Assist the General Manager with preparing Board packets and meeting agendas.

• Attend Board and Executive Session meetings and prepare meeting minutes.

• Maintain Board action lists and follow up on assigned items.

• Assist with Board elections and the Annual Membership Meeting.

Projects

• Assist the General Manager with tracking Association projects and operational initiatives.

• Assist with special projects assigned by the General Manager.

Technology & Records

• Maintain electronic and paper filing systems.

• Scan, organize, and archive Association records.

• Assist with document retention and records requests.

• Minimum of High School Diploma or GED. College degree preferred. 
• CMCA certification preferred or ability to obtain within the first year. 
• 3 years of administrative experience in HOA management, residential property management, hospitality, or a related customer service environment preferred.
• Demonstrates confidentiality and diplomacy when handling challenging situations.
• Excellent customer service and conflict resolution skills.
• Strong communication, organization, grammar, and business writing skills.
• Ability to manage multiple priorities.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to work independently with minimal supervision.
• Proficient in Microsoft Office Suite and HOA management software.

• Award-Winning Culture:  Proud recipient of the Great Place to Work Certification.
• Highly Rated Employer: 4.3 star rating on Glassdoor –read our reviews here.
• Comprehensive Benefits:  Competitive salary, health insurance, and 401(k) matching.
• Work-Life Balance: PTO plus sick time, holiday pay, and your birthday holiday.
• Cutting-Edge Technology: Access to industry-leading tools and resources that drive efficiency and success.
• Career Growth and Development: Join a company committed to supporting your professional growth and helping you achieve your goals.

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 and Los Angeles San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.