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Community Operations Coordinator - Woodside

Who We Are
With a legacy spanning four decades, Action Property Management has become the premier choice for homeowner’s association management. Founded in 1984, Action began with a single client and a vision to elevate ethical and professional standards in the HOA industry. Our unwavering commitment to integrity and professionalism, coupled with our core values of excellence, innovation, and care for people, continues to define us. Today, as the largest privately owned HOA management company in the West, we proudly serve over 300 communities across 9 offices. Our success is fueled by a team of nearly 900 dedicated team members who genuinely love what they do and are dedicated to helping homeowners thrive and love where they live.
Job Summary

The Community Operations Coordinator provides administrative and operational support to the General Manager and assists with the daily operation of the Association office. This position coordinates front office operations, homeowner services, work order administration, compliance, governance support, and administrative functions while serving as a key point of contact for residents, vendors, and guests.

Schedule: Monday- Friday; 9:00 AM- 6:00 PM

Compensation: $33.00- $36.00 Per Hour (Depending on Experience)

Job Responsibilities

Community Services & Front Office Operations

  • Serve as the primary point of contact for residents, vendors, and visitors.

  • Answer telephones, emails, and assist walk-in residents.

  • Register owners, tenants, pets, and vehicles.

  • Respond to resident inquiries by phone, email, and in person, escalating complex matters to the General Manager as appropriate.

  • Issue parking permits, gate remotes, pool keys, and other access devices.

  • Accept payments, applications, and process amenities rentals.

  • Order office supplies and update the Association website.

  • Maintain a professional front office.

  • Maintain homeowner confidentiality and handle sensitive information in a professional manner.

Work Order & Maintenance Coordination

  • Receive, process, and track work orders.

  • Coordinate homeowner access with maintenance staff and vendors.

  • Monitor work order progress, communicate updates to residents as needed, and escalate emergency or safety concerns to the General Manager or Facilities Manager.

Financial & Administrative Support

  • Process homeowner payments and maintain payment records.

  • Assist with account research and homeowner billing inquiries.

  • Coordinate escrow requests and lender questionnaires.

Association Administration

  • Maintain homeowner and resident records.

  • Process registrations and architectural applications.

  • Prepare correspondence, notices, and other community communications.

  • Maintain Association files and vendor records.

  • Provide administrative support.

  • Maintain calendar and deadlines for Association meetings, projects, inspections, and recurring operational tasks.

Compliance

  • Coordinate administrative support for the Rules Hearing Committee.

  • Prepare courtesy notices, violation notices, hearing notices, and fine letters.

  • Maintain compliance records.

  • Prepare hearing packets and process Board decisions.

  • Coordinate compliance matters with Security and Maintenance.

Governance Support

  • Coordinate architectural inspections and maintain application records.

  • Communicate with homeowners regarding architectural applications, approvals, inspections, and deposit refunds.

  • Assist the General Manager with preparing Board packets and meeting agendas.

  • Attend Board and Executive Session meetings and prepare meeting minutes.

  • Maintain Board action lists and follow up on assigned items.

  • Assist with Board elections and the Annual Membership Meeting.

Projects

  • Assist the General Manager with tracking Association projects and operational initiatives.

  • Assist with special projects assigned by the General Manager.

Technology & Records

  • Maintain electronic and paper filing systems.

  • Scan, organize, and archive Association records.

  • Assist with document retention and records requests.

Qualifications

  • Minimum of High School Diploma or GED. College degree preferred.
  • CMCA certification preferred or ability to obtain within the first year.
  • 3 years of administrative experience in HOA management, residential property management, hospitality, or a related customer service environment preferred.
  • Demonstrates confidentiality and diplomacy when handling challenging situations.
  • Excellent customer service and conflict resolution skills.
  • Strong communication, organization, grammar, and business writing skills.
  • Ability to manage multiple priorities.
  • Ability to exercise sound judgment and maintain confidentiality.
  • Ability to work independently with minimal supervision.
  • Proficient in Microsoft Office Suite and HOA management software.

Team Member Perks

  • Award-Winning Culture: Proud recipient of the Great Place to Work Certification.
  • Highly Rated Employer: 4.3 star rating on Glassdoor –read our reviews here.
  • Comprehensive Benefits: Competitive salary, health insurance, and 401(k) matching.
  • Work-Life Balance: PTO plus sick time, holiday pay, and your birthday holiday.
  • Cutting-Edge Technology: Access to industry-leading tools and resources that drive efficiency and success.
  • Career Growth and Development: Join a company committed to supporting your professional growth and helping you achieve your goals.
We are committed to investing in the infrastructure, technology, training, and tools you need to excel in your role. Our relentless dedication to our company values and culture ensures a workplace where you feel heard, supported, and valued. Join us at Action Property Management and make a meaningful impact.
Action Property Management is an Equal Opportunity Employer and Supports a Drug Free Workplace. Pursuant to the San Francisco and Los Angeles San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
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What this application asks

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Resume/CV, Full name, Pronouns, Email, Phone, Current location, Current company, LinkedIn URL, Twitter URL, GitHub URL, Portfolio URL, Other website

  • Are you currently residing in the United States? choose one · optional
  • Enter your current address including: Street, City, Zip Code, State written answer
  • If hired, can you provide proof of your legal right to work and remain in the United States? choose one · optional
  • If hired, can you furnish proof that you are over 18 years of age? choose one · optional
  • What is your salary range expectation? choose one · optional
  • Why would you like to work for Action Property Management? written answer
  • Please provide your dates of employment for your current/most recent employment. written answer
  • Please share your reasons for considering leaving your current/last employer. Your response will help us better understand your career aspirations and how we can support you in achieving them. written answer
  • Have you ever been employed by Action or applied for employment with Action Property Management? choose one · optional
  • If previously employed by Action, please provide your dates of employment (MM/YYYY – MM/YYYY), job title(s), and location. written answer
  • Do you have any relatives employed by Action Property Management? If yes, give their name. written answer
  • Were you referred to our company by a current Action team member? choose one · optional
  • If referred, provide the employee name who referred you.
  • If referred, please provide your referral's Action email address. written answer · optional
  • Please select the highest level of education you have completed. choose one · optional
  • Do you have a college degree? If yes, which university or college did you attend? choose one · optional
  • Please list your professional certifications and licenses. written answer
  • Do you speak any languages other than English? If yes, please list the languages and your level of proficiency (e.g., basic, conversational, fluent, native). If not applicable, please write “N/A.” written answer
  • Have you ever served in the military? choose one · optional
  • If yes, please specify the branch of service: choose one · optional
  • Please specify your military dates of service: written answer · optional
  • Please specify your military rank during service: written answer · optional
  • Please specify your military rank at discharge: written answer · optional
  • Do you possess a valid state driver's license, insurance, and a personal vehicle for conducting community patrols? choose one · optional
  • Do you currenty hold an HOA management certification (e.g. CMCA, AMS, PCAM, or equivalent)? choose one · optional
  • Do you have HOA onsite management experience? choose one · optional
  • Are you able to relocate (if applicable) and begin employment within 30-60 days of accepting an offer? choose one · optional

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