Community Administrative Coordinator - The Infinity

Job Responsibilities:

Reception & Communication

• Serve as the primary point of contact for residents, vendors, and guests via phone, email, and in-person inquiries.

• Monitor and manage core inboxes.

• Answer and route calls and assist with general questions, requests, or direct inquiries to the appropriate team member.

• Create and distribute communications, including weekly newsletters, elevator announcements, resident signage, and special notices using platforms such as Canva and Constant Contact.

Resident Relations & Services

• Provide ongoing resident support.

• Maintain a resident calendar and curate a recommended vendor list for resident use.

New Resident Onboarding and Experiences

• Perform new resident orientation for every new resident.

• Create and curate welcome materials and packages for new owners and tenants.

• Oversee move-ins and move-outs for new residents from start to end.

Amenity & Facility Management

• Process and manage amenity reservations.

• Oversee bike and storage rentals, track fobs and transponders, and update vehicle registrations not linked to moves.

Event Management

• Plan, execute, host, and attend resident events and activities throughout the year.

• Set up and maintain a schedule of recurring resident events.

• Organize holiday décor in lobbies and courtyard for the holiday season.

• Manage the resident events budget, with the assistance of the AGM or Front Desk Manager.

Records & File Management 

• Maintain accurate office and building records for all 655 units, both digital and hard copy.

• Process and track Check Request Forms and handle Accounting Processing as needed.

• Assist with Architectural Change Committee (ACC) Applications.

• Maintain, audit, and organize files for accuracy and accessibility.

• Generate and follow up on Work Orders as necessary.

Office & Team Support

• Maintain office organization, cleanliness, and supply inventory; order items for the Front Desk, Engineering, and Management, including coffee, water, and resident supplies.

• Ensure all homeowner supplies are in stock and priced appropriately.

• Support special projects and operational initiatives assigned.

Qualifications / Requirements:

• Must be at least 18 years of age and successfully pass a pre-employment background check and drug screening
• Must have a minimum of a High School Diploma or equivalent. Bachelor's Degree preferred.
• Minimum of 6 months of relevant experience.
• Event planning or coordination experience within an HOA, hotel, hospitality, or similar service-oriented environment is highly preferred.
• Strong verbal and written communication skills, skilled in grammar, spelling, and letter composition.
• Familiarity with office equipment, including computers, scanners, and copiers.
• Experience with Microsoft Office Suite.
• Dependable, punctual, and reliable.
• Professional manner and appearance.
• Ability to understand and follow directions accurately.
• Self-starter with good organizational skills, ability to prioritize, and time management skills.
• Ability to maintain a neat work environment.
• njoys working with people to help resolve matters.
• Ability to communicate questions, ideas, and concerns with supervisor.
• Ability to provide a high level of customer service and hospitality.

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