Associate Community Manager

Pilot Property Management, Inc.; San Mateo (CA); Hybrid; USD 34,440 - 37,195; Full time

Benefits offered by this job

Hybrid and Flexible working

Medical (HMO and PPO)

Dental

Vision

401(k) Retirement plan with Company

Paid Time Off (PTO)

Job summary

Keystone Pacific Property Management, LLC is seeking an Associate Community Manager to handle telephone coverage, respond to customer service requests, and perform administrative duties as directed by the Community Management Team. The role supports a hybrid work arrangement with competitive salary and growth opportunities.

Greet homeowners, process work orders, manage access items, and provide reports while maintaining accurate association records.

Qualifications

• Proficiency with Word, Outlook, and Excel.
• Strong verbal and written communication skills.
• Ability to work under tight deadlines and manage multiple tasks.

Responsibilities

• Respond to routine customer service requests in a timely manner via telephone, email, and other channels.
• Greet homeowners professionally and address their requests, escalating to appropriate staff when necessary.
• Process work order requests per procedures and enter information into the work order program.
• Follow up on all open work orders to ensure completion.
• Update and maintain the association reference on the call information sheet.
• Answer general architectural inquiries about the process, application, fees/deposits, timelines, guidelines, paint colors, etc.
• Process requests for transponders, gate remotes, keys, and other access items.
• Respond to general inquiries on governing documents.
• Process incoming checks and general account inquiries.
• Maintain inventory of keys, transponders, and gate remotes.
• Send new vendor packets via email.
• Update community website with scanned minutes, notices, and other documents.
• Process incoming mail and scan it to the appropriate individual.
• File approved proposals in the appropriate folder.
• Assist with vendor proposals, including scope of work, vendors, and timeframe.
• Reserve homeowner clubhouse, park, pool, and tennis courts.
• Maintain homeowner information in gate-access software.
• Provide requested reports, letters, and other communications to assigned managers.
• Assist the Copy Center with overflow duties.
• Adhere to Keystone’s Core Values, Mission, and Vision.
• Perform any additional duties as required by the supervisor.

Skills

Word

Outlook

Excel

Communication skills

Education

High school diploma or GED

Bachelor’s degree preferred

Job 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 clients in planned-unit developments, condos, mixed‑use projects, commercial, new project developments, large‑scale onsite communities, and master‑planned community associations.

Summary

The Associate Community Manager is responsible for telephone coverage, responding to customer service requests, and performing administrative duties at the request of the Community Management Team.

Why Join Keystone?

Keystone is dedicated to empowering team members, fostering leadership, and providing a supportive, award‑winning workplace. Our culture values open feedback and continuous growth.

What We Offer

• Competitive Salary
• Hybrid and Flexible working arrangements
• Work‑Life Balance
• Opportunities for Career Growth
• Training and mentorship from successful leaders in the HOA industry
• Support for Continued Education
• Cell Phone Stipend
• Mileage Reimbursement
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Insurance
• 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)

Essential Job Duties & Responsibilities

• Respond to routine customer service requests in a timely manner via telephone, email, and other channels.
• Greet homeowners professionally and address their requests, escalating to appropriate staff when necessary.
• Process work order requests per procedures and enter information into the work order program.
• Follow up on all open work orders to ensure completion.
• Update and maintain the association reference on the call information sheet.
• Answer general architectural inquiries about the process, application, fees/deposits, timelines, guidelines, paint colors, etc.
• Process requests for transponders, gate remotes, keys, and other access items.
• Respond to general inquiries on governing documents.
• Process incoming checks and general account inquiries.
• Maintain inventory of keys, transponders, and gate remotes.
• Send new vendor packets via email.
• Update community website with scanned minutes, notices, and other documents.
• Process incoming mail and scan it to the appropriate individual.
• File approved proposals in the appropriate folder.
• Assist with vendor proposals, including scope of work, vendors, and timeframe.
• Reserve homeowner clubhouse, park, pool, and tennis courts.
• Maintain homeowner information in gate‑access software.
• Provide requested reports, letters, and other communications to assigned managers.
• Assist the Copy Center with overflow duties.
• Adhere to Keystone’s Core Values, Mission, and Vision.
• Perform any additional duties as required by the supervisor.

Qualification Requirements

• Valid driver’s license and reliable transportation.
• Ability to work under tight deadlines and consistently meet them.
• Professional appearance, attire, and demeanor at all times.
• Effective verbal and written communication and listening skills.
• Problem‑solving abilities.
• Proficiency with Word, Outlook, and Excel.
• Strong organizational skills and ability to prioritize independently.
• Ability to work effectively with co‑workers and clients.
• Excellent interpersonal skills.
• Verifiable references.
• Able to pass a background check.

Education and/or Experience

• 1–2 years of experience in a customer‑service role.
• Bachelor’s degree preferred.
• High school diploma or GED required.

Work Environment

The typical office environment features low‑level noise exposure. Ability to sit, stand, and operate business equipment, with frequent use of telephone and headset, is required.

Keystone Pacific Property Management, LLC is an equal‑opportunity employer. All applicants will be subject to a Background and MVR Check.

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans. If you have difficulty using our online application system, please email [e-mail] with your accommodation request.

Salary: $25.00 – $27.00 per hour.