Community Operations Coordinator - Woodside

Community Services & Front Office Operations

Serve as the primary point of contact for residents, vendors, and visitors.

Answer telephones, emails, and assist walk-in residents.

Register owners, tenants, pets, and vehicles.

Respond to resident inquiries by phone, email, and in person, escalating complex matters to the General Manager as appropriate.

Issue parking permits, gate remotes, pool keys, and other access devices.

Accept payments, applications, and process amenities rentals.

Order office supplies and update the Association website.

Maintain a professional front office.

Maintain homeowner confidentiality and handle sensitive information in a professional manner.

Work Order & Maintenance Coordination

Receive, process, and track work orders.

Coordinate homeowner access with maintenance staff and vendors.

Monitor work order progress, communicate updates to residents as needed, and escalate emergency or safety concerns to the General Manager or Facilities Manager.

Financial & Administrative Support

Process homeowner payments and maintain payment records.

Assist with account research and homeowner billing inquiries.

Coordinate escrow requests and lender questionnaires.

Association Administration

Maintain homeowner and resident records.

Process registrations and architectural applications.

Prepare correspondence, notices, and other community communications.

Maintain Association files and vendor records.

Provide administrative support.

Maintain calendar and deadlines for Association meetings, projects, inspections, and recurring operational tasks.

Compliance

Coordinate administrative support for the Rules Hearing Committee.

Prepare courtesy notices, violation notices, hearing notices, and fine letters.

Maintain compliance records.

Prepare hearing packets and process Board decisions.

Coordinate compliance matters with Security and Maintenance.

 Governance Support

Coordinate architectural inspections and maintain application records.

Communicate with homeowners regarding architectural applications, approvals, inspections, and deposit refunds.

Assist the General Manager with preparing Board packets and meeting agendas.

Attend Board and Executive Session meetings and prepare meeting minutes.

Maintain Board action lists and follow up on assigned items.

Assist with Board elections and the Annual Membership Meeting.

Projects

Assist the General Manager with tracking Association projects and operational initiatives.

Assist with special projects assigned by the General Manager.

Technology & Records

Maintain electronic and paper filing systems.

Scan, organize, and archive Association records.

Assist with document retention and records requests.

Qualifications

• Minimum of High School Diploma or GED. College degree preferred. 
• CMCA certification preferred or ability to obtain within the first year. 
• 3 years of administrative experience in HOA management, residential property management, hospitality, or a related customer service environment preferred.
• Demonstrates confidentiality and diplomacy when handling challenging situations.
• Excellent customer service and conflict resolution skills.
• Strong communication, organization, grammar, and business writing skills.
• Ability to manage multiple priorities.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to work independently with minimal supervision.
• Proficient in Microsoft Office Suite and HOA management software.

 

 

Team Member Perks

 

• Award-Winning Culture: Proud recipient of the Great Place to Work Certification.
• Highly Rated Employer: 4.3 star rating on Glassdoor –read our reviews here.
• Comprehensive Benefits: Competitive salary, health insurance, and 401(k) matching.
• Work-Life Balance: PTO plus sick time, holiday pay, and your birthday holiday.
• Cutting-Edge Technology: Access to industry-leading tools and resources that drive efficiency and success.
• Career Growth and Development: Join a company committed to supporting your professional growth and helping you achieve your goals.