Pilot Property Management, Inc.
Administrative Assistant
Pilot Property Management, Inc., Oceanside, California, United States, 92058
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.
Opportunity We have an excellent opportunity for an experienced Administrative Assistant to join our amazing team in Oceanside.
Summary The Administrative Assistant serves as the initial point of contact for residents seeking services and/or information from landscape and recreation. The assistant directly reports to the General Manager of the Association.
Why Join Keystone Keystone is dedicated to empowering team members to improve people’s lives beyond expectations. We are a company recognized as a Great Place to Work and we provide an environment that nurtures leadership, promotes personal success and rewards those who exceed expectations. Our culture fosters 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
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)
Schedule Monday – Friday, 8:00 am to 4:30 pm.
Essential Job Duties and Responsibilities
Telephone coverage, responding to customer service requests, and performing 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 they are needed to handle a homeowner’s issue.
Issue work orders 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.
Distribute keys, transponders, ID cards, fobs or other devices used by residents to access community facilities.
Record standard greeting and alternate, off‑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 in the office.
Keep inventory of office and kitchen supplies.
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.
Perform any additional duties as required by the supervisor.
Qualification Requirements
Ability to work under tight deadlines with a high level of accuracy.
Maintain reliable transportation.
Demonstrate problem‑solving abilities.
Proficiency with computer programs, including Word, Outlook, and Excel.
Organizational skills and ability to independently prioritize daily workload.
Work effectively with colleagues and clients.
Education and/or Experience
1–2 years of experience working in a customer‑service role.
High school diploma required.
Work Environment
Exhibit professionalism, professional attire, and demeanor at all times.
Ability to sit, stand, and operate business equipment.
Typical office environment with low‑level noise exposure.
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 hr@keystonepacific.com 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.
Keystone Pacific Property Management, LLC is an equal‑opportunity employer. All applicants will be subject to a background and DMV check.
Salary: $23.00 – $26.00 hourly.
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Opportunity We have an excellent opportunity for an experienced Administrative Assistant to join our amazing team in Oceanside.
Summary The Administrative Assistant serves as the initial point of contact for residents seeking services and/or information from landscape and recreation. The assistant directly reports to the General Manager of the Association.
Why Join Keystone Keystone is dedicated to empowering team members to improve people’s lives beyond expectations. We are a company recognized as a Great Place to Work and we provide an environment that nurtures leadership, promotes personal success and rewards those who exceed expectations. Our culture fosters 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
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)
Schedule Monday – Friday, 8:00 am to 4:30 pm.
Essential Job Duties and Responsibilities
Telephone coverage, responding to customer service requests, and performing 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 they are needed to handle a homeowner’s issue.
Issue work orders 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.
Distribute keys, transponders, ID cards, fobs or other devices used by residents to access community facilities.
Record standard greeting and alternate, off‑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 in the office.
Keep inventory of office and kitchen supplies.
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.
Perform any additional duties as required by the supervisor.
Qualification Requirements
Ability to work under tight deadlines with a high level of accuracy.
Maintain reliable transportation.
Demonstrate problem‑solving abilities.
Proficiency with computer programs, including Word, Outlook, and Excel.
Organizational skills and ability to independently prioritize daily workload.
Work effectively with colleagues and clients.
Education and/or Experience
1–2 years of experience working in a customer‑service role.
High school diploma required.
Work Environment
Exhibit professionalism, professional attire, and demeanor at all times.
Ability to sit, stand, and operate business equipment.
Typical office environment with low‑level noise exposure.
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 hr@keystonepacific.com 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.
Keystone Pacific Property Management, LLC is an equal‑opportunity employer. All applicants will be subject to a background and DMV check.
Salary: $23.00 – $26.00 hourly.
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