Front Desk Representative

Front Desk Representative - Providence PT (Issaquah, WA)

The Office Administrator serves as the primary front-office representative for the Providence Point Umbrella Association (PPUA) and its Village Associations. This position is responsible for providing professional, courteous, and patient customer service to residents, vendors, Board members, and visitors while supporting the daily administrative operations of the Property Management Office (PMO).

The ideal candidate has 2–3 years of experience in an office administrative, or receptionist role, preferably in a community association or customer-facing environment. This role requires exceptional interpersonal skills, strong organization, attention to detail, and the ability to calmly and professionally handle difficult or emotionally charged situations common in a residential community setting.

This is a Full-Time position

Rate of Pay: $22.00 - $25.00/Hourly DOE

ESSENTIAL DUTIES AND RESPONSIBILITIES
Front Office & Customer Service

• Serve as the first point of contact for residents, visitors, vendors, and callers, answering and routing phone calls, emails, and in-person inquiries professionally and courteously.
• Maintain a calm, patient, and respectful demeanor when interacting with residents, including those who may be upset, frustrated, or challenging.
• Create a welcoming and organized front-office environment that reflects the professionalism of the Association and HOAMCO.
• Respond to routine resident questions and requests, referring complex or sensitive issues to senior PMO staff as appropriate.
• Demonstrate strong conflict resolution and de-escalation skills while maintaining Association policies and procedures.

2. Administrative & Office Support:

• Provide administrative support to the PMO staff, including filing, data entry, document preparation, and record maintenance.
• Perform general office duties such as managing log sheets, certified mail, meeting registrations, shredding, ordering supplies, and maintaining office equipment.
• Ensure office supplies are adequately stocked and ordered as needed.
• Coordinate association facility-related requests such as key distribution, gate access, and related tracking.
• Cross-train with other administrative staff to ensure adequate backup coverage.
• And other duties as assigned

3. Communication & Records Management:

• Maintain and update resident contact information, vacation notices, compliance tracking items and other initiatives as needed.
• Promote the use of the Association website and communication platforms to residents.
• Assist with the preparation of Annual Meeting packets for the seven Village Associations and the Umbrella Association, including mail merges, ballot tracking, and coordination with Board leadership.

4. Community Compliance & Resident Support:

• Maintain a basic working knowledge of Providence Point governing documents.
• Assist residents with general questions regarding community procedures and policies when appropriate; escalate interpretive or enforcement matters to senior management.
• Assist with special community events and coordinate meeting room availability with the Activities Manager and Activities Coordinator.

5. Project & Process Support:

• Input and track work orders as assigned.
• Maintain and update a written manual of office processes, procedures, and position-specific responsibilities.
• And other duties as assigned

Required Qualifications:

• Minimum 2–3 years of experience in an office administrator, receptionist, or similar customer-facing administrative role.
• Strong customer service orientation with demonstrated patience, professionalism, and ability to work with difficult or demanding individuals.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to explain community procedures and processes clearly to residents.
• Ability to work independently with minimal supervision.
• Ability to resolve conflicts professionally and diplomatically.
• Ability to pass a drug test.

Physical Demands:

• Ability to lift to 25 pounds.
• Ability to sit or stand for extended periods of time.
• Ability to walk throughout all areas of the property.
• May include walking or standing on uneven surfaces and outdoors in varying weather conditions when required.

Core Competencies

All HOAMCO Employees Are Expected to Demonstrate:

• Maintain a sincere, friendly, and professional demeanor.
• Demonstrate integrity, credibility, and accountability.
• Provide consistent, high-quality customer service.
• Communicate clearly and respectfully with residents, staff, and Board members.
• Project a positive image of the Company at all times

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!

Since 1991, HOAMCO (Homeowners Association Management Company) has successfully handled every aspect of community association management. We manage over 550 communities in six states and are continuing to grow.