Front Desk Representative

Front Desk Representative - Providence PT (Issaquah WA)

The Office Administrator serves as the primary front-office representative for the Providence Point Umbrella Association (PPUA) and its Village Associations. This position is responsible for providing professional courteous and patient customer service to residents vendors Board members and visitors while supporting the daily administrative operations of the Property Management Office (PMO).

The ideal candidate has 23 years of experience in an office administrative or receptionist role preferably in a community association or customer-facing environment. This role requires exceptional interpersonal skills strong organization attention to detail and the ability to calmly and professionally handle difficult or emotionally charged situations common in a residential community setting.

This is a Full-Time position

Rate of Pay: $22.00 - $25.00/Hourly DOE

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Front Office & Customer Service

• • Serve as the first point of contact for residents visitors vendors and callers answering and routing phone calls emails and in-person inquiries professionally and courteously.
  • Maintain a calm patient and respectful demeanor when interacting with residents including those who may be upset frustrated or challenging.
  • Create a welcoming and organized front-office environment that reflects the professionalism of the Association and HOAMCO.
  • Respond to routine resident questions and requests referring complex or sensitive issues to senior PMO staff as appropriate.
  • Demonstrate strong conflict resolution and de-escalation skills while maintaining Association policies and procedures.

• • Provide administrative support to the PMO staff including filing data entry document preparation and record maintenance.
  • Perform general office duties such as managing log sheets certified mail meeting registrations shredding ordering supplies and maintaining office equipment.
  • Ensure office supplies are adequately stocked and ordered as needed.
  • Coordinate association facility-related requests such as key distribution gate access and related tracking.
  • Cross-train with other administrative staff to ensure adequate backup coverage.
  • And other duties as assigned

3. Communication & Records Management

• • Maintain and update resident contact information vacation notices compliance tracking items and other initiatives as needed.
  • Promote the use of the Association website and communication platforms to residents.
  • Assist with the preparation of Annual Meeting packets for the seven Village Associations and the Umbrella Association including mail merges ballot tracking and coordination with Board leadership.

4. Community Compliance & Resident Support

• • Maintain a basic working knowledge of Providence Point governing documents.
  • Assist residents with general questions regarding community procedures and policies when appropriate; escalate interpretive or enforcement matters to senior management.
  • Assist with special community events and coordinate meeting room availability with the Activities Manager and Activities Coordinator.

5. Project & Process Support

• • Input and track work orders as assigned.
  • Maintain and update a written manual of office processes procedures and position-specific responsibilities.
  • And other duties as assigned

Required Qualifications

• • Minimum 23 years of experience in an office administrator receptionist or similar customer-facing administrative role.
  • Strong customer service orientation with demonstrated patience professionalism and ability to work with difficult or demanding individuals.
  • Excellent verbal and written communication skills.
  • Proficiency with Microsoft Office Suite (Word Excel Outlook PowerPoint).
  • Strong organizational skills attention to detail and ability to multitask in a fast-paced environment.
  • Ability to maintain confidentiality and exercise sound judgment.
  • Ability to explain community procedures and processes clearly to residents.
  • Ability to work independently with minimal supervision.