Caretaker's Cottage Coordinator

Job Description

Job Description

The Caretaker’s Cottage Coordinator provides administrative, customer service, and operational support at the Caretaker’s Cottage for residents. This role serves as a primary point of contact for residents, guests, and service providers, supports daily HOA operations, and contributes to a professional, organized, and welcoming community environment.

RESPONSIBILITIES

The following duties are representative of the position; additional responsibilities may be assigned as needed:

• Serve as the first point of contact by greeting residents, guests, and service providers and providing assistance as appropriate

• Respond to resident inquiries and direct concerns to the appropriate HOA management team or service provider

• Answer incoming telephone calls and manage correspondence in a timely, courteous, and professional manner

• Maintain and update resident directories and related records

• Support new resident onboarding by providing information on community amenities, policies, and HOA procedures

• Receive, log, secure, and distribute packages, mail, and special deliveries; notify residents promptly of receipt

• Coordinate delivery and pickup of flowers, specialty items, wine, and similar resident services

• Manage dry-cleaning pickup and return services according to established procedures

• Accept and manage USPS and larger deliveries; assist residents with mail-related requests, including redirection inquiries

• Coordinate and authorize gate access for approved guests, vendors, and contractors in accordance with HOA policies

• Maintain cleanliness, organization, and functionality of the Caretaker’s Cottage, office areas, and mailroom

• Oversee trash and recycling removal and coordinate with vendors as needed

• Communicate resident concerns, maintenance requests, and operational issues to HOA management in a timely manner

• Support HOA management with administrative tasks, recordkeeping, and coordination of services

• Attend required meetings, trainings, and community briefings

• Maintain working knowledge of HOA policies, procedures, and community updates

• Perform other duties as assigned within the scope of the role

REQUIREMENTS

• Ability to work a weekend schedule

• High school diploma or equivalent

• Basic proficiency in computer applications (email, word processing, and spreadsheets)

• Strong verbal and written communication skills with a professional demeanor

• Strong organizational skills and attention to detail

• Ability to manage multiple priorities in a fast-paced, customer-facing environment

• Minimum of one (1) year of administrative, customer service, or office support experience preferred

PHYSICAL DEMANDS

The physical requirements can vary, but generally, they may include:

Lifting:
Ability to lift, carry, and move packages, mail, and materials weighing up to 40 pounds on an occasional basis.

Mobility:
Frequent movement throughout the Caretaker’s Cottage, including walking between office, reception, and mailroom areas. Occasional bending, reaching, and light physical activity required to manage deliveries and maintain workspaces.

Working Conditions:
Primarily performed onsite at the Caretaker’s Cottage in a resident-facing office environment. May include intermittent exposure to outdoor weather conditions (e.g., receiving deliveries or assisting residents) and varying noise levels.

Personal Protective Gear:
No specialized personal protective equipment required for this position; standard office safety practices apply.

Extended Sitting or Standing:
Ability to sit or stand for extended periods throughout the workday while performing administrative and front-desk responsibilities.

Manual Dexterity:
Frequent use of hands and fingers for typing, data entry, phone use, and operation of office equipment and mobile devices.

Driving:
Driving is not a primary function of this role; however, the ability to operate a vehicle may be required on an occasional basis to support community needs, if applicable. (Please note: We will request and review an MVR at the time of hire and on a periodic basis thereafter to ensure that employees maintain a satisfactory driving status.)

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodation in performing the job duties as described in the job description, discuss with your manager.

WHAT WE OFFER:

• Support Programs – Employee Assistance Program (EAP) and Calm Health.
• As a part-time employee, you may be eligible to accrue paid sick leave in accordance with applicable state and local laws.
• 401(k) with Company Match – Automatic enrollment with a 30% match on the first 10% of contributions.
• Competitive pay, depending on experience
• Part-time, flexible schedule
• Most importantly, a caring team who is dedicated to your success!