Caretaker's Cottage Coordinator

Responsibilities

• Serve as the first point of contact by greeting residents, guests, and service providers and providing assistance as appropriate
• Respond to resident inquiries and direct concerns to the appropriate HOA management team or service provider
• Answer incoming telephone calls and manage correspondence in a timely, courteous, and professional manner
• Maintain and update resident directories and related records
• Support new resident onboarding by providing information on community amenities, policies, and HOA procedures
• Receive, log, secure, and distribute packages, mail, and special deliveries; notify residents promptly of receipt
• Cooker flowers, specialty items, wine, and similar resident services
• Coordinate delivery and pickup of flowers, specialty items, wine, and similar resident services
• Manage dry-cleaning pickup and return services according to established procedures
• Accept and manage USPS and larger deliveries; assist residents with mail-related requests, including redirection inquiries
• Cooker and coordinate with vendors as needed
• Communicate resident concerns, maintenance requests, and operational issues to HOA management in a timely manner
• Support HOA management with administrative tasks, recordkeeping, and coordination of services
• Attend required meetings, trainings, and community briefings
• Maintain working knowledge of HOA policies, procedures, and community updates
• Perform other duties as assigned within the scope of the role

Requirements

• Ability to work a weekend schedule
• High school diploma or equivalent
• Basic proficiency in computer applications (email, word processing, and spreadsheets)
• Strong verbal and written communication skills with a professional demeanor
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced, customer-facing environment
• Minimum of one (1) year of administrative, customer service, or office support experience preferred

Physical Demands

• Lifting - Ability to lift, carry, and move packages, mail, and materials weighing up to 40 pounds on an occasional basis.
• Mobility - Frequent movement throughout the Caretaker’s Cottage, including walking between office, reception, and mailroom areas. Occasional bending, reaching, and light physical activity required to manage deliveries and maintain workspaces.
• Working Conditions - Primarily performed onsite at the Caretaker’s Cottage in a resident-facing office environment. May include intermittent exposure to outdoor weather conditions (e.g., receiving deliveries or assisting residents) and varying noise levels.
• Personal Protective Gear - No specialized personal protective equipment required for this position; standard office safety practices apply.
• Extended Sitting or Standing - Ability to sit or stand for extended periods throughout the workday while performing administrative and front-desk responsibilities.
• Manual Dexterity - Frequent use of hands and fingers for typing, data entry, phone use, and operation of office equipment and mobile devices.

What We Offer

• Support Programs - Employee Assistance Program (EAP) and Calm Health.
• Part-time, flexible schedule
• Competitive pay, depending on experience
• Automatic enrollment with a 30% match on the first 10% of contributions for 401(k)
• Accrued paid sick leave in accordance with applicable state and local laws