Assistant General Manager

Keystone Pacific Property Management LLC is a prestigious property management firm headquartered in Irvine CA with offices throughout Northern and Southern California Colorado and Idaho. Since 1982 we have led the way in providing superior customer care for our clients in planned-unit developments condos mixed-use commercial new project developments large-scale onsite communities and master-planned community associations.

We have an excellent opportunity for an Assistant General Manager to join our amazing environment with an opportunity for continuous growth and development. For more information please continue reading below!

Summary: Provides comprehensive support to the General Manager in managing the daily operations of the Homeowners Associations. Acts as authorizing agent in the absence of the General Manager. Work involves regular contact with Boards of Directors Committee Members Residents Vendors and Corporate Staff.

Why Join Keystone

Keystone is a company dedicated to empowering our team members to improve peoples lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients.

As a member of our team your talents will be nurtured and your contributions will be supported in a value-based environment that fosters the type of professional quality our customers have come to rely upon.

We provide an environment for people that nurtures leadership and promotes personal success and rewards those who exceed expectations. We foster a culture of open feedback and continuous growth.

Were thrilled to share that Keystone is officially certified as a Great Place to Work! This recognition reflects our commitment to fostering a positive and supportive work environment where everyone can thrive. We invite you to learn more about what makes Keystone special by checking out our certification details here.

What We Offer:

• 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)

Schedule:

Monday through Friday 8:30 am - 5:00 pm

Essential Duties and Responsibilities:

• Provides overall support to the General Manager performing duties and assignments as delegated.
• Provides exceptional customer service and problem resolution via phone and face-to-face interaction with board members committee members and residents.
• Develops and maintains an effective working relationship with community board members and homeowners.
• Promptly responds to customer service requests and arranges for appropriate corrective action.
• Prepares reserve study material and proposes budget for Board review.
• Assembles and executes annual audits and budgets to the membership.
• Executes directives of Board and Committees.
• Oversees architectural department and holds bi-monthly meetings with the Design Review Committee (DRC). Processes architectural applications and issuance of approvals/denials on behalf of the Design Review Committee.
• Oversees the landscape projects. Prepares packets and holds monthly meetings with the Landscape Committee. Processes bids from landscape vendor and tree vendor company.
• Manages office by maintaining calendars appointments composing correspondence and maintaining database information.
• Solicits and negotiates vendor contracts.
• Directs vendors and issues approved contracts within budget.
• Coordinates the associations social events and contracting with vendors.
• Coordinates and executes annual membership elections information processing returned ballots verifying owner information preparing ballots for delegates with vote totals by district and preparing all documents associated with annual meeting.
• Conducts inspections of onsite property and executes violation letters.
• Maintains annual calendar with all meeting dates and important association events.
• Maintains association office files notebooks minute books and electronic files (WebAxis).
• Attends board meetings and transcribes minutes from meetings as instructed by General Manager.
• Prepares correspondence as required.
• Oversees maintenance and administration of telephones.
• Assess the need for office equipment/supplies and makes decisions on purchases according to approved budget.
• Practices and adheres to Keystones Core Values Mission and Vision.
• Any additional job duties as assigned by the supervisor.

Qualification Requirements:

• Knowledge of the organization and functions of the corporation practices and procedures.
• Knowledge of Homeowner Association CC&Rs bylaws and contracts and the ability to read understand and implement said guidelines.
• Ability to research problems prepare written recommendations and compose correspondence.
• Ability to communicate effectively with others and to understand and follow oral and written directions.
• Ability to perform all duties/responsibilities to an acceptable level independently and with little or no supervision.
• Takes initiative to seek additional responsibilities.
• Possess strong judgement and sound decision making skills.
• Ability to gather analyze evaluate facts to prepare/present concise oral and written reports.
• Ability to ensure thorough follow-up and meet deadlines.
• Ability to work with confidential materials and information.
• Must be dependable and produce quality work.
• Excellent customer service and interpersonal skills with both internal and external clients.
• Strong organizational and time management skills. Ability to handle multiple tasks and priorities effectively.
• Strong knowledge of MS Office including Word Excel PowerPoint and Outlook.
• Ability to use modern office equipment and software programs as applicable to the position.
• Ability to type 40 wpm takes and transcribes dictation and prepares reports using word processing software.
• Must be able to work extended hours or overtime as needed.
• Must possess a valid Drivers License and maintain a clean DMV record.
• Verifiable references.
• Able to pass a background check.

Education and/or Experience:

• 3 or more years of experience supporting General Manager or in a similar role in the HOA industry required.
• High School Diploma or GED required.
• Bachelors Degree preferred.

Work Environment:

The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Ability to drive to communities.
• Ability to sit stand and operate business equipment.
• Typical office environment with low-level noise exposure.

We invite you to view our LinkedIn Instagram and Facebook to get an inside look at what Keystone is all about! Check out our website at . Click on Careers and stay connected!

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system send an email to for assistance. Please include a description of your requested accommodation your name and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities.

Keystone Pacific Property Management LLC is an equal-opportunity employer. All applicants will be subject to a Background and DMV Check.