HOA Community Coordinator | Service & Operations

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 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.