HOA Operations Coordinator

Action Property Management, Inc.; San Jose, Northern (CA, KY); Hybrid; USD 58,000 - 64,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Training programs

Career growth

Job summary

Action Property Management, Inc. is seeking a Manager Assistant for our luxury AXIS association in San Jose.

This role supports the Manager in day-to-day operations and acts as a liaison for community information and resident services, supervising onsite staff and providing efficient administrative support across departments. The position requires strong organizational and communication skills, 2 years of office experience, and proficiency in MS Office and property management software.

Qualifications

• Must be over 18 and pass a pre-employment background check and drug screening.
• High school diploma or GED required.
• Minimum of 2 years of office experience; HOA or residential property management, hotel, or related industry preferred.
• Excellent organizational, communication, and multitasking skills.
• Strong judgement, professionalism and customer service focus.
• Demonstrates confidentiality and diplomacy when handling challenging situations.
• Must be flexible and willing to work occasional overtime when needed.
• Strong writing skills.
• Proficiency in Microsoft Office Suite and property management software.

Responsibilities

• Provide administrative support including correspondence, scheduling and meeting preparation.
• Draft and distribute agendas, notices, email blasts, reports and meeting minutes.
• Maintain vendor records, insurance documents, contacts, calendars and websites.
• Assist the assigned Manager with Action List items and updates.
• Maintain and process all Association invoices and coordinate with accounting for proper billing.
• Order and maintain supplies.
• Assist the assigned Manager with Action List items, updates and other duties as assigned by management.
• Act as liaison to Architectural Review Committee and other committees; coordinate with homeowners.
• Interact with homeowners, communicate status and prepare letters; monitor construction progress.
• Coordinate inspections by the Chief Engineer and sound testing with inspector and homeowners.
• Respond to and address resident concerns and complaints.
• Supervise the issue of access devices, fobs, and transponders.
• Assist new owners with completion of registration forms and review of documents.
• Assist Management with training, supervising and scheduling the front desk staff.
• Provide front desk coverage during absences.

Skills

Organizational skills

Communication skills

Multitasking

Customer service focus

Strong writing skills

Education

High school diploma or GED

Tools

Microsoft Office Suite

Property management software

Job description

Action Property Management, Inc. is seeking a Manager Assistant for our luxury AXIS association in San Jose.

This role supports the Manager in day-to-day operations and acts as a liaison for community information and resident services, supervising onsite staff and providing efficient administrative support across departments. The position requires strong organizational and communication skills, 2 years of office experience, and proficiency in MS Office and property management software.