Administrative Assistant

associacareers; San Diego (CA); On-site; USD 29,000 - 34,000; Part time

Job summary

associacareers is seeking a part-time Customer Service Representative in Rancho Santa Fe, CA. You will handle homeowner and vendor inquiries, greet residents in the HOA office, and coordinate gate access, amenities, and vendor dispatch.

Strong communication and time-management skills are essential. The role emphasizes accuracy, professional interaction with residents, and supporting management with ARC processes and office tasks.

Qualifications

• High school diploma or equivalent required.
• College level courses in business or hospitality preferred.
• HOA or industry related experience extremely helpful.
• Be well spoken to instill confidence in residents and the public.
• Shows a community posture that represents the association's vision.

Responsibilities

• Serve as a customer service representative handling requests from owners, board and vendors with urgency, courtesy and professionalism.
• Receive and reply to homeowner calls, emails, correspondence, and client requests in a timely manner.
• Greet and assist homeowners, vendors & guests in HOA office.
• Assist homeowners with gate access website, vehicle entry access and amenity access devices.
• Schedule amenity rentals and coordinate vendors; dispatch work as needed.
• Process vendor invoices and expense receipts; liaison between on-site staff and vendors.
• Prepare and post advisories to residents; answer general or account questions.

Skills

Microsoft Office proficiency

Professional communication

Time management

Detail oriented

Self-motivated

Customer service

Team player

Education

High school diploma or equivalent

College courses in business or hospitality

Tools

Microsoft Word

Excel

Outlook

Job description

Serves as a customer service representative to handle requests from owners, board and vendors by responding with urgency, courtesy and professionalism.

• Receive and reply to homeowner calls, emails, correspondence and client requests in a timely manner.
• Greet and assist homeowners, vendors & guests in HOA office.
• Assist homeowners with gate access website, vehicle entry access and amenity access devices.
• Schedule amenity rentals.
• Schedule vendors and dispatch work to appropriate vendors.
• Process vendor invoices and credit card expense receipts.
• Act as a liaison between on-site staff and vendors as needed.
• Prepare and post necessary advisories to residents.
• Answer general or account questions.
• Process ARC applications, fees and deposits. Process ARC Deposit reimbursements.
• Prepare mailings as needed.
• Prepare and process homeowner email blasts.
• Purchases office and maintenance supplies as directed by management.
• Assemble Board packets.
• Create SOPs, reports and office manuals.
• Attend walkthroughs as requested.
• Assist Management with ARC distribution process.
• Review DAR (Daily Activity Report) daily and schedule respective corrective services.
• Return communications by phone or email as requested by Manager.
• Update Tek Control and C3 platform as necessary.
• Complete special projects assigned by Assistant or General Manager as needed.
• Complete orientation with new homeowners.
• Assist committee members as necessary. Prepare committee orientation binders.
• Assist with new employee orientation and training.
• Update and monitor Manager’s appointment calendar daily.
• Communicate important updates and general information to Security daily.
• Assist management with correspondence preparation.

Compensation

$21–$25 per hour (direct experience highly considered)

Employment Type

Part-Time

Work Location

17623 Via Ambiente Rancho Santa Fe, CA 92067

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of company policies, procedures and forms.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.

Education and Experience

• High school diploma or equivalent required. College level courses in business or hospitality preferred.
• HOA or industry related experience extremely helpful.
• Is committed to continual learning as evidenced by attendance at seminars or industry programs.
• Be well spoken to instill confidence in the residents as well as the public.
• Displays a community posture that well represents the vision of association.