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Admin Assistant/Operations - Residential Property Management in Laguna Woods, CA at PrideStaff

Date Posted: 3/15/2019

Job Snapshot

Job Description

A property management organization in Laguna Woods is searching for an Operations Specialist. The ideal candidate is an independent self-starter that can manage, track a variety of projects and follow up on their status during the workflow process.  They should be able to take initiative to track down the appropriate person to get work done or ask for more work if their projects have been completed.

The Operations Specialist will work in the Building Maintenance Department. This is a very busy, active department, so it’s important that the individual can work together with a team that’s “on the go”.  There will be contact with other divisions, departments, residents, vendors, contractors and the public. 

This is a temp to hire opportunity.  The hours are Monday to Friday, 8AM to 5PM. The pay is $18 an hour.

ESSENTIAL FUNCTIONS:

  • Coordinates and schedules appointments for Operations Supervisors and/or Coordinators. Assists with the coordinating, scheduling, and tracking of union personnel, inspector and contractor work activities.  Processes work orders for outside contractor work.  Maintains records of inspection findings, work orders, and contractor work completions.  Reviews, codes and compiles vendor/contractor invoices for approval by supervisor/manager. Prepares documentation to obtain public agency permits.
  • Visits sites within the Community to observe and report on property conditions. Gathers material for reports, forms, and summaries; checks against records to secure complete and accurate information. Prepares requisitions for contractor services, materials and equipment.
  • Takes notes and transcribes into letters, reports, memorandums, and other material.  Composes and types form letters of a standardized nature for review by a superior.  Types a variety of materials from draft copy, notes or detailed instructions.
  • Maintains office files, posts data to records, compiles and computes data from files and other sources in preparing complex reports.  Prepares and maintains moderately complex fiscal, operating and other records.
  • Provides information to the public concerning rules, regulations and activities of operations departments.  Refers difficult and unusual problems to an appropriate supervisor.
  • Assists in the preparation and distribution of agendas and supporting materials for department staff and safety meetings.  Takes notes, transcribes, and distributes minutes and related information.
  • Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; respects the diversity of our work force in actions, words and deeds.
  • Maintains appointment schedules, screens and refers callers, and provides detailed responses to information requests about programs and activities.

DESIRABLE QUALIFICATIONS:

  • Graduation from high school supplemented by courses in business.
  • Experience in dealing with the public in a business environment.
  • Computer proficient and experience with applicable software programs.
  • Knowledge of basic maintenance and construction practices and procedures.
  • Ability to handle multiple tasks during the work day.
  • Ability to communicate effectively with various levels of management and the public.
  • Ability to prepare routine reports and answer questions from records.
  • Ability to read, understand, interpret and explain rules and regulations.
  • Ability to take notes and transcribe rapidly and accurately
  • Ability to relate to the needs and concerns of senior citizens.
  • Ability to maintain effective working relationships with co-workers, the public and to deal with public relation problems courteously and tactfully.