Pilot Property Management, Inc.
Administrative Assistant
Pilot Property Management, Inc., Oceanside, California, United States, 92058
Overview
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. The Administrative Assistant role is located in Oceanside and serves as the initial point of contact for residents seeking services and information from landscape and recreation. The position reports directly to the General Manager of the Association. Schedule
Monday – Friday 8:00 am to 4:30 pm. Essential Responsibilities
Telephone coverage, response to customer service requests, and performance of administrative duties at the request of the General Manager. Support staff in responding to routine customer service requests. Provide courteous customer service to all walk‑in homeowners by attending promptly to their requests and ensuring the appropriate staff members are advised if needed to handle a homeowner’s issue. Issue any work orders as directed or needed for sign maintenance, pest control, bee/wasp removal and control, light maintenance, etc., to the proper vendor. Return all initial resident customer service calls within a 24‑hour period. Process membership cards, clubhouse rental applications, and receipt of architectural applications. Responsible for the distribution of keys/transponders/ID cards/fobs or other devices used by residents to access the community facilities. Record standard greeting and alternate, out of office greeting. Distribute all mail and items sent through the courier from the corporate office to the proper person(s) in the office. Schedule pick‑up deliveries through the PCS service. Accept and document all homeowner payments received at the Association office and send these payments to corporate with the courier. Maintain a clean work environment and ensure cleanliness in the lobby. Document all credit card purchases made on the office credit card(s), sending the required completed form and original receipt to the corporate accountant, or HR, and filing a copy of the purchase form and receipt here in the office. Keep inventory of office and kitchen supplies. Shall perform miscellaneous office/kitchen clean‑up to ensure a clean and orderly appearance. Assist with the preparation and conduct of Association‑sponsored social or special events. Assist homeowners with the rental process, answering questions, collecting the appropriate fees, and returning deposits. Maintain the centralized lock box for office and facility keys. Submit a monthly order and maintain all office supplies and food orders. Practice and adhere to Keystone’s Core Values, Mission, and Vision. Any additional job duties as required by the supervisor. Qualifications
Ability to work under tight deadlines with a high level of accuracy. Maintain reliable transportation. Demonstrate problem‑solving abilities. Must be proficient with computer programs, including Word, Outlook, and Excel. Demonstrate organizational skills and the ability to independently prioritize daily workload. Must work effectively with colleagues and clients. Experience and Education
1‑2 years of experience working in a Customer Service role. High School Diploma required. Benefits
Competitive Salary Work‑Life Balance Opportunities for Career Growth Training and Mentorship from Successful Leaders in the HOA Industry Mileage Reimbursement Medical (HMO and PPO), Dental, and Vision Flexible Spending Account Pet Savings 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) Equal‑Opportunity & Accessibility
Keystone Pacific Property Management, LLC is an equal‑opportunity employer. All applicants will be subject to a background and DMV check. Reasonable accommodations will be provided for qualified individuals with disabilities and disabled veterans in the application process. If you need assistance with the online system, send an email to hr@keystonepacific.com for assistance.
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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. The Administrative Assistant role is located in Oceanside and serves as the initial point of contact for residents seeking services and information from landscape and recreation. The position reports directly to the General Manager of the Association. Schedule
Monday – Friday 8:00 am to 4:30 pm. Essential Responsibilities
Telephone coverage, response to customer service requests, and performance of administrative duties at the request of the General Manager. Support staff in responding to routine customer service requests. Provide courteous customer service to all walk‑in homeowners by attending promptly to their requests and ensuring the appropriate staff members are advised if needed to handle a homeowner’s issue. Issue any work orders as directed or needed for sign maintenance, pest control, bee/wasp removal and control, light maintenance, etc., to the proper vendor. Return all initial resident customer service calls within a 24‑hour period. Process membership cards, clubhouse rental applications, and receipt of architectural applications. Responsible for the distribution of keys/transponders/ID cards/fobs or other devices used by residents to access the community facilities. Record standard greeting and alternate, out of office greeting. Distribute all mail and items sent through the courier from the corporate office to the proper person(s) in the office. Schedule pick‑up deliveries through the PCS service. Accept and document all homeowner payments received at the Association office and send these payments to corporate with the courier. Maintain a clean work environment and ensure cleanliness in the lobby. Document all credit card purchases made on the office credit card(s), sending the required completed form and original receipt to the corporate accountant, or HR, and filing a copy of the purchase form and receipt here in the office. Keep inventory of office and kitchen supplies. Shall perform miscellaneous office/kitchen clean‑up to ensure a clean and orderly appearance. Assist with the preparation and conduct of Association‑sponsored social or special events. Assist homeowners with the rental process, answering questions, collecting the appropriate fees, and returning deposits. Maintain the centralized lock box for office and facility keys. Submit a monthly order and maintain all office supplies and food orders. Practice and adhere to Keystone’s Core Values, Mission, and Vision. Any additional job duties as required by the supervisor. Qualifications
Ability to work under tight deadlines with a high level of accuracy. Maintain reliable transportation. Demonstrate problem‑solving abilities. Must be proficient with computer programs, including Word, Outlook, and Excel. Demonstrate organizational skills and the ability to independently prioritize daily workload. Must work effectively with colleagues and clients. Experience and Education
1‑2 years of experience working in a Customer Service role. High School Diploma required. Benefits
Competitive Salary Work‑Life Balance Opportunities for Career Growth Training and Mentorship from Successful Leaders in the HOA Industry Mileage Reimbursement Medical (HMO and PPO), Dental, and Vision Flexible Spending Account Pet Savings 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) Equal‑Opportunity & Accessibility
Keystone Pacific Property Management, LLC is an equal‑opportunity employer. All applicants will be subject to a background and DMV check. Reasonable accommodations will be provided for qualified individuals with disabilities and disabled veterans in the application process. If you need assistance with the online system, send an email to hr@keystonepacific.com for assistance.
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