Office Administrator, HOA

Description

Become the Best Part of PMP Management!

PMP is seeking a motivated, detailed, communicative, and personable professional to join our team as Office Administrator, Berkeley Townhomes, Berkley, CA.

Who We Are

Property Management Professionals LLC. (PMP) is an industry-leading Association management firm providing extraordinary services to common interest developments throughout Southern California, Texas, Arizona, Utah, and Colorado. PMP delivers a level of service only a local management partner can, with the depth and breadth of support and training only seen at much larger management firms.

PMP is one of the fastest-growing management firms which provides our team members with a unique opportunity to evolve and grow their careers. Our people-centric culture attracts and retains the industry’s top talent and has served as one of our competitive advantages, driving our growth and success over the past decade and a half.

To learn more about PMP and our unique company culture, we invite you to visit our social media platforms below:

Instagram/pmpmanage facebook/pmpmanage linkedin/company/pmpmanagement

Who We’re Looking For

PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients.

Position Summary: The Office Administrator is responsible for providing on-site operations and administrative support to various other branches within PMP to ensure effective communication and coordination across the association.

Responsibilities & Duties:

• Assist in the preparation of notices, board packets, scheduling of board meetings, and maintenance of corporate records of meetings 
• Assist in the preparation and distribution of legally required annual disclosure documents as necessary (Annual Budget, Annual Policy Statement)
• Manage membership transfers and generate transfer documents, including working with realtors, lenders, and escrow officers, to facilitate the transfer and sale of memberships
• Assist the board and committees with projects, including document requests, as requested
• Receive inquiries and reports from members related to BTH rules and polices and respond appropriately; including bringing items to the board’s attention for further action as necessary (e.g. legal investigation or disciplinary action)
• Review incoming correspondence, including invoices, and process and forward as appropriate
• Maintain accurate and complete membership records (membership files)
• Maintain accurate and complete building operations records (contracts etc.)
• Maintain corporate records, including updating of policies, lists and notices
• Ensure duties are carried out in compliance with relevant regulatory frameworks for co-ops and HOAs.
• Update the Office Manager Handbook to ensure it is up to date
• Review financial statements for outstanding issues and budget overruns, help clarify the nature of expenses as necessary
• Purchase office supplies and items related to the building as necessary
• Schedule services and obtain quotes for services/contracts as necessary
• Report at board meetings and attend board meetings as requested

Skills & Proficiencies:

• Knowledge of Microsoft Office Suite or related software.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficiency in managing software systems and troubleshooting technical issues.
• Strong organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Experience in facilities management and vendor coordination.
• Flexibility to adapt to changing priorities and handle multiple tasks effectively.
• A proactive and positive approach to problem-solving.

Education & Experience:

• High school diploma or equivalent preferred.
• First-aid/CPR/AED certification may be required or preferred.

Working Conditions

The Office Manager will work under various conditions including regular onsite office hours with occasional weekends (when requested) and interaction with board members and diverse users.

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The Association will provide reasonable accommodation as needed to enable individuals with disabilities to perform the essential functions. 

While performing the duties of the job, the employee is frequently required to sit, use hands and fingers, handle, or feel and talk or hear. The employee is occasionally required to stand, walk, and reach. Specific vision abilities required by this job include close vision and the ability to adjust focus.