Community Administrative Coordinator- The Infinity

Action Property Management; San Francisco (CA); On-site; USD 40,000 - 41,000; Full time

Job summary

Action Property Management is seeking a full-time Community Administrative Coordinator for The Infinity in San Francisco. You will be the front line for residents, vendors, and guests, handling inquiries, coordinating calendars, and producing communications.

The role requires strong written and verbal communication, at least a high school diploma (Bachelor's preferred), and a minimum of six months in a service-focused environment such as HOA or hospitality.

Qualifications

• Must pass a pre-employment background check and drug screening.
• Minimum of 6 months of relevant experience.
• Event planning or coordination experience within an HOA, hotel, hospitality, or similar service-oriented environment is highly preferred.
• Strong verbal and written communication skills.
• Familiarity with office equipment.
• Self-starter with good organizational and time management skills.
• Ability to maintain a neat work environment.
• Ability to communicate questions and concerns with supervisor.

Responsibilities

• Serve as the primary contact for residents, vendors, and guests via phone, email, and in-person inquiries.
• Monitor and manage core inboxes and routing of inquiries.
• Create and distribute communications using Canva and Constant Contact.
• Provide ongoing resident support and calendar management.
• Oversee onboarding, welcome materials, and move-ins/outs for new residents.
• Process amenity reservations and manage bike/storage rentals.
• Plan and execute resident events and manage the events budget.
• Maintain 655 unit records, process forms, and generate work orders.
• Maintain office organization and supply inventory, and support projects.

Skills

Communication skills

Microsoft Office

Time management

Organizational skills

Customer service

Education

High School Diploma or GED

Bachelor's Degree preferred

Tools

Canva

Constant Contact

Job description

Who We Are

With a legacy spanning four decades, Action Property Management has become the premier choice for homeowner’s association management. Founded in 1984, Action began with a single client and a vision to elevate ethical and professional standards in the HOA industry. Our unwavering commitment to integrity, and professionalism coupled with our core values of excellence, innovation and care for people, continues to define us. Today, as the largest privately owned HOA management company in the West, we proudly serve over 300 communities across 9 offices. Our success is fueled by a team of nearly 900 dedicated team members who genuinely love what they do and are dedicated to helping homeowners thrive and love where they live.

Position

Action Property Management, the leader in community management, is seeking a full-time Community Administrative Coordinator to join our team at our luxury association, The Infinity, located in San Francisco.

Schedule

Monday- Friday; 9:00 AM - 5:30 PM (Weekends as Needed)

Compensation

$29.00- $30.00 Per Hour (Depending on Experience) + Annual Bonus

Job Responsibilities

Reception & Communication

• Serve as the primary point of contact for residents, vendors, and guests via phone, email, and in-person inquiries.
• Monitor and manage core inboxes.
• Answer and route calls and assist with general questions, requests, or direct inquiries to the appropriate team member.
• Create and distribute communications, including weekly newsletters , elevator announcements , resident signage , and special notices using platforms such as Canva and Constant Contact.

Resident Relations & Services

• Provide ongoing resident support.
• Maintain a resident calendar and curate a recommended vendor list for resident use.

New Resident Onboarding And Experiences

• Perform new resident orientation for every new resident.
• Create and curate welcome materials and packages for new owners and tenants.
• Oversee move-ins and move-outs for new residents from start to end.

Amenity & Facility Management

• Process and manage amenity reservations.
• Oversee bike and storage rentals, track fobs and transponders, and update vehicle registrations not linked to moves.

Event Management

• Plan, execute, host, and attend resident events and activities throughout the year.
• Set up and maintain a schedule of recurring resident events.
• Organize holiday décor in lobbies and courtyard for the holiday season.
• Manage the resident events budget, with the assistance of the AGM or Front Desk Manager.

Records & File Management

• Maintain accurate office and building records for all 655 units, both digital and hard copy.
• Process and track Check Request Forms and handle Accounting Processing as needed.
• Assist with Architectural Change Committee (ACC) Applications.
• Maintain, audit, and organize files for accuracy and accessibility.
• Generate and follow up on Work Orders as necessary.

Office & Team Support

• Maintain office organization, cleanliness, and supply inventory; order items for the Front Desk, Engineering, and Management, including coffee, water, and resident supplies.
• Ensure all homeowner supplies are in stock and priced appropriately.
• Support special projects and operational initiatives assigned.

Qualifications / Requirements

• Must be at least 18 years of age and successfully pass a pre-employment background check and drug screening
• Must have a minimum of a High School Diploma or equivalent. Bachelor's Degree preferred.
• Minimum of 6 months of relevant experience.
• Event planning or coordination experience within an HOA, hotel, hospitality, or similar service-oriented environment is highly preferred.
• Strong verbal and written communication skills, skilled in grammar, spelling, and letter composition.
• Familiarity with office equipment, including computers, scanners, and copiers.
• Experience with Microsoft Office Suite.
• Dependable, punctual, and reliable.
• Professional manner and appearance.
• Ability to understand and follow directions accurately.
• Self-starter with good organizational skills, ability to prioritize, and time management skills.
• Ability to maintain a neat work environment.
• njoys working with people to help resolve matters.
• Ability to communicate questions, ideas, and concerns with supervisor.
• Ability to provide a high level of customer service and hospitality.

Why Join Action?

• Action's goal is to attract and retain the best talent in the industry. We are proudly rated 4.3 Stars on Glassdoor. Check out our Glassdoor page here: https://tinyurl.com/actionglassdoor

Team Member Perks

• Comprehensive health benefits and paid time off package for qualifying employees
• On-going hospitality and property management training
• Opportunities for career growth and advancement
• Values driven company culture promoting team work and excellence

Why You'll Love Working at Action

At Action Property Management, we believe in creating an environment where you truly love where you work. We offer competitive pay and ample opportunities for career growth and advancement. Our comprehensive benefits package includes medical, dental, vision, pet insurance, 401(k) with company match, and life and disability support for qualifying team members. We also provide generous paid time off, including vacation hours, sick time, and company-observed holidays for qualifying team members. We are committed to investing in the infrastructure, technology, training, and tools you need to excel in your role. Our relentless dedication to our company values and culture ensures a workplace where you feel heard, supported, and valued. Join us at Action Property Management and make a meaningful impact.

Action Property Management is an Equal Opportunity Employer and Supports a Drug Free Workplace. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.