Office Coordinator - Part Time

Sun Communities; Cathedral City (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

401(k) Plan with employer matching

Employee Assistance Program

Identity Theft Insurance

Team Member Perks & Discounts program

Site Rent Discounts for team members

Paid sick leave

Paid holidays and jury duty

Job summary

Sun Communities is seeking an Office Coordinator in California to manage front-desk duties, process payments, and assist with community events. You will handle communications, prepare lease-related documents, and maintain records per the Operations Manual while supporting the Community Manager.

The role requires strong communication, organization, and a valid driver's license, with experience in property management and NetSuite preferred.

Qualifications

• High School Diploma or GED required.
• 2 years of administrative experience required.
• 6 months experience with NetSuite preferred.
• 6 months in property management office preferred.
• Excellent written and verbal communication skills.
• Excellent problem solving skills.
• Professional appearance.
• Must have a valid driver's license.

Responsibilities

• Greet guests and manage resident communications for the Community Manager.
• Prepare and distribute notices, renewals, and lease documents.
• Process payments and maintain financial records in Yardi.
• Prepare reports and maintain orderly records per the Operations Manual.
• Answer phones, type, copy, fax, and file for daily admin tasks.
• Code invoices for Community Manager approval and schedule rentals.
• Coordinate marketing materials related to homes and events.
• Assist with planning resident relations events and activities.
• Makes collection calls for site rent payments and submits bad debt files to collections.
• Processes move-ins and move-outs per Operations Manual.
• Assists with planning resident relations events and activities.
• Assists with marketing materials for homes and community events as directed.
• Enters prospect information into Yardi; refers sales prospects to Community Manager.
• Assists with inventory checks and shows homes to prospective residents; assists with rental applications as directed.
• Forwards customer service requests to the Community Manager promptly.
• Coordinates with Underwriting team to obtain approvals on applicants; tracks approvals/denials.
• Maintains petty cash and records expenditures.
• Prepares bank deposits and makes daily bank runs.

Skills

Excellent written and verbal comms

Problem solving

Professional appearance

Driver's license

Administrative experience

Education

High School Diploma or GED

Tools

NetSuite

Job description

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Office Coordinators handle the routine office work and administrative responsibilities of the community. They are also responsible for assisting with planning and coordinating community events and activities.

Job Duties

• Greets and establishes rapport with guests, current and prospective residents. Fields community comments, suggestions and complaints to the Community Manager. (Essential)


• Prepares and distributes resident and community communications such as rule reminders, violation notices, rent increase letters, delinquency notices, eviction paperwork, lease addendums and renewals. (Essential)


• Collects and posts resident security deposits, processing fees, rent, inspection, application or other miscellaneous fees in Yardi; records in the proper accounts and issues receipts. (Essential)


• Completes and reconciles community reports in accordance with monthly calendar, including accounting reports, community traffic reports, and community activity reports. Maintains records and files in accordance with the Operations Manual. (Essential)


• Performs general administrative functions such as answering phones, typing, copying, faxing, and filing. (Essential)


• Reviews and codes invoices and statements for Community Manager approval.


• Schedules clubhouse rentals and processes rental fees.


• Ensures office supplies are sufficiently stocked and prepares supply orders as needed.


• Makes collection calls for site rental payments as directed by the Community Manager. Submits bad debt files to collections.


• Processes resident move-ins and move-outs in accordance with the Operations Manual.


• Assists with planning and coordinating resident relations events and activities within the community.


• Assists with the preparation of marketing materials, including brochures and flyers that pertain to homes for sale (new, pre-owned and brokered homes), community events, and other community-related information as directed by the Community Manager.


• Refers all sales prospects to the Community Manager and enters prospect information into Yardi in a timely manner.


• Assists prospective residents by checking the status of Sun Homes inventory. Reviews new and pre-owned home listings, shows homes to prospective residents, and assists with rental applications at the discretion of the Community Manager.


• Forwards Sun Homes customer service requests to the Community Manager in a timely fashion.


• Coordinates with the Underwriting team at the Main Office to obtain approvals on prospective resident applicants; tracks all approvals and denials.


• Maintains the petty cash fund, ensuring to record expenditures in the proper accounts.


• Prepares bank deposit slips and deposit funds as required; makes daily bank runs as needed.


• Driving is an essential function of the role and a business necessity as the Office Coordinator must independently complete various tasks such as making daily bank runs to deposit community funds, showing new and pre-owned inventory homes to prospective residents, purchasing or picking up office and clubhouse event supplies and travel within the property and to nearby locations as needed.


• Other duties as assigned.

Requirements

• High School Diploma or GED (Required)


• 2 years in administrative experience (Required)


• 6 months in previous experience using NetSuite (Preferred)


• 6 months in property management office experience (Preferred)


• Excellent written and verbal communication skills


• Excellent problem solving skills


• Professional appearance


• Must have a valid driver's license

REWARDING BENEFITS

At Sun Communities, you will be part of an industry-leading organization where you will be challenged, inspired, rewarded and transformed. We place a high priority on our team members, and this is a big part of what sets us apart. We will ask you to give us your very best every day, and will challenge you with interesting work, stretch assignments, a collaborative and supportive work environment and plenty of learning and growth. In exchange, we will reward you with great pay, cool perks, and flexibility.

• 401(k) Plan with employer matching contribution


• Employee Assistance Program


• Identity Theft Insurance


• Team Member Perks & Discounts program with hundreds of discounts on things like travel, merchandise, mobile phone service, and more


• Site Rent Discounts for team members who live in our communities


• Paid sick leave


• Various paid holidays, bereavement time and pay for jury duty

ACCESSIBILITY ASSISTANCE If you are an individual with a disability and need assistance completing an online application, please contact us at (844) SUN-4343. Alternatively, an email may be sent to [e-mail]. \"Applicant Accommodation\" should be included in the subject line of the email.
Please note that this phone number and email address are only for those individuals who would like to request an accommodation to apply for a job.

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Nearest Major Market: Riverside
Nearest Secondary Market: Los Angeles
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