Keystone Pacific Property Management · 3 months ago
Front Desk & Architectural Administrative Assistant
Oceanside, CA
Full-time
Onsite
Entry Level
2+ years expKeystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, dedicated to providing superior customer care. They are seeking a Front Desk & Architectural Administrative Assistant to provide front desk services, assist homeowners with architectural applications, and coordinate submissions to the Architectural Review Committee.
CommunitiesReal Estate
Responsibilities
Provides courteous customer service to clients by attending promptly to all incoming telephone calls, emails, and customer walk-ins. Direct incoming calls/visitors to the appropriate team member
Greets all residents in a friendly, welcoming manner
Works with the Office Manager to review and log all architectural applications
Update Architectural Submission Tracking Spreadsheets upon receipt of files, follow through to completion of project; prepare approval/denial letter and permit card. Upon return of the permit card, schedule site inspections for completed architectural projects or escrow demands
Submits check requests timely to compensate the site inspector upon receipt of the invoice
Maintains a positive working relationship with the Architectural Committee Members, including Landscape Architects, as well as Community Association Managers and Associates
Closes out applicable open violations upon approval of the Notice of Completion
Processes ACH Payment Set-up and Cancellations
Assists residents in completing HOA forms as needed
Assists in updating and maintaining the homeowner’s association website
Aids residents in accessing the website, the homeowner portal, and viewing online billing statements
Assists in formulating and sending community Eblasts
Practices and adheres to Keystone’s Core Values, Mission, and Vision
Any additional job duties as required by the supervisor
Qualification
Required
Excellent customer service skills
Ability to work independently
Exhibit professionalism, professional attire, and demeanor at all times
Maintain reliable transportation
Possess a strong sense of urgency and responsiveness
Demonstrate effective oral and written communication and listening skills
Possess agile thinking abilities to act effectively and efficiently when faced with changing workloads and situations
Must be proficient with computer programs, including Word, Outlook, and Excel
Demonstrate organizational skills and the ability to independently prioritize daily workload
Strong written and verbal communication skills
Ability to establish and maintain effective working relationships with fellow employees, Committee members, residents, and volunteers
Ability to work with and maintain the confidentiality of materials
Self-motivated and dependable
Strong problem-solving skills and multi-tasking abilities
2 years of experience working in Customer Service roles
High School Diploma required
Preferred
Bachelor's Degree preferred
Benefits
Competitive Salary
Work-Life Balance
Opportunities for Career Growth
Training and Mentorship from Successful Leaders in the HOA Industry
Support for Continued Education
Cell Phone Stipend
Mileage Reimbursement
Medical (HMO and PPO), Dental, and Vision
Flexible Spending Account
Pet Savings
Pre-Paid Legal
Employer Paid Basic Life/AD&D Insurance
Voluntary Life and Short-Term Disability Insurance
Free Employee Assistance Program
401(k) Retirement Plan with Company Match
Financial and Health/Wellness Education
Bereavement and Mandated Leave of Absence Applicable
Paid Time Off (PTO)
12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays)
Company
Keystone Pacific Property Management
Keystone Pacific Property Management is a reputable community association management firm.
201-500 employees
H1B Sponsorship
Keystone Pacific Property Management has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
Funding
Current Stage
Growth StageLeadership Team
Jared Jones, CPA
Chief Financial Officer
Recent News
Company data provided by crunchbase