Operations Coordinator- The Rivers

Job Responsibilities:

• Administrative Support
• Manage phone calls, emails, and in-person inquiries, route calls and messages appropriately.
• Address resident concerns, issue access devices, and assist new residents with onboarding.
• Serve as the primary point of contact for homeowners, and vendors on routine administrative matters.
• Respond to homeowner inquiries in a professional and timely manner, ensuring consistent communication and accurate information.
• Prepare, format, and distribute correspondence, notices/emails, newsletters, and reports as directed by the Manager.
• Maintain organized digital and physical filing systems for association records.
• Schedule meetings, inspections, and appointments for the Manager.
• Process incoming and outgoing mail, including certified and violation notices, as applicable.
• Maintain inventory of office supplies and association documents.
• Assist in preparing board meeting agendas, notices, reports, take meeting minutes, and execute follow up tasks.
• Track contract expiration dates and renewals; maintain organized contract files.
• Coordinate vendor access, scheduling, and work order documentation as directed by the Manager.
• Support annual budget disclosure preparation and annual meeting mailings.
• Support special projects, annual events, and community initiatives, as needed.
• Perform other duties as assigned by the Manager or executive management.
• Maintain confidentiality of association, homeowner, and company information.


Compliance & Application Administration:
• Prepare violation and compliance letters per manager’s direction.
• Log violations, fines, and follow-up actions in association software.
• Process and track applications; prepare correspondence regarding approvals or denials.
• Communicate with homeowners on application status and manage related documentation.
• Schedule inspections and track applicable payments.


Accounting Support
• Prepare and organize payments for submission to the corporate accounting department, as needed.
•  Assist in preparing and managing operational budgets by tracking expenses, reviewing vendor invoices, and identifying cost saving opportunities.


Community Projects Management:
• Oversee the planning, execution and completion of community projects, including capital improvements and maintenance initiatives.
• Coordinate with vendors, contractors, and internal stakeholders to ensure timely and budget conscious project completion.


Community Relations:
• Collaborate with the General Manager and Board of Directors to prioritize community needs.
• Respond to resident inquiries and resolve concerns related to property operations in a timely manner.
• ·Communicate operational updates and project statuses to residents and stakeholders.

Qualifications / Requirements:

• Must be over 18 years of age and successfully pass a pre-employment background check and drug screening.
• High School Diploma or GED Equivalent.
• Good verbal and written communication skills, skilled in grammar, spelling and letter composition.
• Minimum (2) years office experience.
• Minimum typing speed 60 WPM.
• Familiarity with office equipment, including computers, scanners, copiers.
• Experience with Microsoft Office 2003, Word and Excel.
• Availability to work overtime as requested/needed.
• Dependable, punctual, and reliable.
• Professional manner and appearance.
• Ability to understand and follow directions accurately.
• Self-starter with good organizational skills, ability to prioritize, time management skills.
• Ability to maintain a neat work environment.

Why Join Action?

• Action's goal is to attract and retain the best talent in the industry. We are proudly rated 4.3 Stars on Glassdoor. Check out our Glassdoor page here: https://tinyurl.com/actionglassdoor


Team Member Perks:
• Comprehensive health benefits and paid time off package for qualifying employees
• On-going hospitality and property management training
• Opportunities for career growth and advancement
• Values driven company culture promoting team work and excellence