Operations Coordinator - HOA

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POST DATE 9/19/2016
END DATE 10/18/2016

Pinnacle Property Management Services Seattle, WA

Seattle, WA
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Full Time
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Pinnacle is a national real estate provider that manages and invests in multifamily residential communities. As one of the nation's largest third-party managers of multifamily housing, Pinnacle serves 35 states and 25 major metropolitan areas. Headquartered in Dallas, Pinnacle has city offices in 10 states across the nation. Pinnacle provides its team members with an exceptional company culture. Every team member plays a vital role at Pinnacle, so we provide them with the training, support and tools needed for success. Pinnacle offers exceptional career paths, and joining our team can lead to an exciting and fast-paced career. We are looking for true team-players who want to learn and advance in the industry. We offer a total compensation and benefits package to help with your needs today and build for your future tomorrow. Pinnacle values diversity and is committed to equal opportunity in employment. We offer a safe, healthy work environment for employees through a commitment to maintaining a drug-free workplace. At Pinnacle, success is about more than having a healthy bottom line, and we are committed to making Pinnacle an amazing and unique place to work for each member of our team. SUMMARY: This is an entry level position that supports Association Managers, Accountants, Director of Operations and VP. Duties may include responding to and following through on a high volume of customer service requests and inquiries, website administration, drafting written correspondence, preparing reports, researching governing documents, coordination of large scale mailings, accounts payable, and general administrative support.ESSENTIAL FUNCTIONS: Customer Service:Assist with Service desk phone: Answer calls, forward requests/complaints to RPM when necessaryRespond to and distribute as necessary correspondence and emails from ownersWebsite/Owner Portals:Design/setup (Association/Property portals) Document upload/maintenance/form creationMaintenance/TroubleshootingACC Requests: Date stamp and review architectural modification applications for completeness.Scan/enter requests in database and distribute to appropriate Regional Property Manager for review and approval by board (if appropriate)At manager's direction process letter for approval/denial, send to homeowners.Violation Notices:At RPM's direction process letters to homeowners, specifically stating violationAt RPM's direction process 2nd/ Final notices when necessaryAssist RPM with maintaining current rule/governing document language in database for each communityReceive Mail for all Association Clients:Sort property invoices, send to online payables software, and contact vendors to update billing information as necessaryScan and record in database then distribute to RPMs: legal notices, homeowner correspondence and complaint letters for their respective communitiesReturned mail: oCheck address in database and county property tax records for Alt. Address, re-send to homeowner with owner information sheet if there is a new mailing address.oNote all returned mail in database.Forward to Accounting:o ACH formsoBank statementsoAssessment (Dues) paymentsForward all mail for previously managed properties to new management companyFinancial Duties to Include:After review and approval by RPM, assist with preparation of delinquency noticesAssist manager in preparation of annual budgets for communitiesAssist with accounts payable data entry in online payables systemFobs and Keycards:Complete any add/ change requests for communities currently using keycard/ fob systemsAssist RPMs with maintaining door system databases and troubleshooting as necessaryCharge homeowners/residents for keys/fobs as necessary, and send invoicesMarketing:Assist with the preparation and distribution of marketing presentation material to potential new communitiesOther Duties to Include:Training in an effort to gain knowledge of Federal, State and Local Statutes and regulations pertaining to non-profit corporations, homeowners associations and Condominium associationsWorking knowledge of portfolio's governing documentsMaintain courteous communications with client, governing board, homeowners/residents, and builders.Assist manager maintaining the activity report, adding current status and action file on all communities. Assist manager in resolution of any pending projects or issues on a community's activity reportAssist manager in preparation of materials for annual meetings, or as needed for special meetingsProfessional, prompt and courteous follow through with vendors and contractorsIn communities where it is necessary - oversee community activities, including responsibility for scheduling of common area usage such as community use rooms, cabanas, etc.When requested by community - assistance in drafting, printing or mailing of community newslettersEnsure that HOA records are updated accurately following board/ officer electionsAssist RPM with preparation of board packets and meeting materialsEnter/update work orders in database Send welcome packets and/or coupons to new homeowners/residentsAssist with records retention, both electronic and paper files should be kept up to date for all properties. Paper records should be sent to off-site storage as needed. Assist RPMs with gathering information needed for Audits, tax returns and reserve studiesAssist with new client/Association set-up and records transferAssist with lease/rental trackingQUALIFICATIONS: To perform this role successfully, an individual must be able to perform all essential functions competently. The requirements define the knowledge, skill, and/or ability necessary to perform the essential functions.EDUCATION AND EXPERIENCE: Bachelor's degree or an equivalent combination of education and experience preferredLICENSE & CERTIFICATIONS: N/A JOB KNOWLEDGE & SKILLS: Highly detail orientedAdvanced Excel skillsKnowledge and ability to use Windows operating systemKnowledge of basic accounting conceptsMust be able to communicate effectively with team members both written and verbally Strong team player mindset with the ability to produce high quality work collaboratively as well as independentlyPHYSICAL REQUIREMENTS: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Verbal and auditory ability required in order to communicate in person and by telephone. Work is of a sedentary nature. Physical activities include computer keyboard operation and frequent verbalization of ideas. Work requires high attention and mental demands including the ability to prioritize and process information with accuracy and clarity. Requires the ability to handle interruptions in a rapidly changing environment in an appropriate manner. Must be able to travel independently.