Front Desk Associate, On-Site, Diamond Bar Country Estates
Group Jazz · Diamond Bar, CA · 3 wk ago
On-siteOTHRFull-time
We need to output HTML fragment with sections: About the role? Actually the posting includes "Who We Are", "We’re Looking For", "Position Description", "Essential Duties And Responsibilities", "Required Qualifications", "Knowledge, Skills, And Abilities". Also maybe "Benefits", "Pay", "Schedule" if present. The posting includes schedule flexibility: "Schedule flexibility to work full-time, Monday through Friday, based on business needs." That's schedule info. No explicit pay or benefits. So we should include Schedule section only if real content. It says schedule flexibility to work full-time, Monday through Friday, based on business needs. That's specific enough. So include for section headings. Use
Schedule
withSchedule flexibility to work full-time, Monday through Friday, based on business needs.
No benefits or pay. We need to use for section headings. Use - for any list of duties/requirements/benefits. For prose use
. We need to preserve all substantive info, not invent.
We need to remove boilerplate: Instagram/pmpmanage etc. Also "Who To learn more about PMP..." etc. Also social media lines. Also "We’re Looking For" maybe we can incorporate into About the role? Actually "Who We Are" is about company. "We’re Looking For" is about candidate traits. Could be part of About the role or separate? The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should map content to those headings.
We have:
- About the role: could combine "Who We Are" and "We’re Looking For"? Actually "About the role" maybe description of role and company. We'll create About the role section with company description and what they're looking for.
- Responsibilities: Essential Duties And Responsibilities (list). We'll break into subcategories? Could just list all duties as
- . Might be long but okay.
- Requirements: Required Qualifications.
- Skills: Knowledge, Skills, And Abilities.
- Schedule: as above.
We should not repeat job title as heading.
We must not include Job ID etc.
We must not include duplicated lines.
We need to ensure we preserve all substantive info: company description, role description, duties, qualifications, skills, schedule.
We need to format as HTML fragment only.
Let's extract content.
Company description (Who We Are):
"Property Management Professionals (PMP) is an industry-leading association management firm providing innovative products and extraordinary services to common interest developments throughout California, Utah, and Texas. We are proud to offer a personalized, boutique level of service to our association clients, backed by the scale and resources of Odevo, one of the world’s largest resident services companies. We are proud to be privately owned, locally independent, and passionately committed to elevating the lifestyle experience for the communities we serve. We are one of the fastest (organically) growing association management firms in each of our respective markets. Our company’s growth coupled with the depth and breadth of our network creates a uniquely rare opportunity for professional growth. Additionally, our people-centric culture allows us to attract and retain the industry’s top talent and has served as one of our primary competitive advantages over the past two decades."
Also there is Instagram/pmpmanage etc but we drop.
"We’re Looking For" content:
"PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients."
Also there is "Position Description:" paragraph.
Position Description paragraph:
"The Front Desk Administrative Support Coordinator is responsible for providing front desk reception coverage, administrative and clerical support, and coordination assistance for access devices, architectural applications, clubhouse applications, and other HOA/property management-related tasks. This position serves as a key support role for the DCE office by answering phones, greeting visitors, responding to inquiries, maintaining records, preparing correspondence and reports, assisting community management staff, and helping ensure homeowner and client requests are handled courteously, accurately, and in a timely manner. The role will also assist with access device programming and tracking, clubhouse reservations and application processing, architectural application intake and coordination, billing logs, filing, and special projects."
We can incorporate that into About the role or Responsibilities? Probably About the role includes position description.
Now Essential Duties And Responsibilities broken into categories with bullet points.
We need to preserve all bullet points. Let's list them:
Front Desk and Reception
- Serve as the first point of contact at the DCE reception desk.
- Greet homeowners, board members, vendors, clients, visitors, and team members in a professional and friendly manner.
- Ensure phones are answered properly and messages are handled courteously, accurately, and in a timely manner.
- Receive and screen calls, visitors, and correspondence, directing inquiries to the appropriate team member or department.
- Assist clients, homeowners, vendors, board members, and fellow employees in a professional and service-oriented manner.
- Maintain a clean, organized, and professional front desk and reception area.
- Support general office operations and day-to-day administrative needs.
Administrative and Clerical Support
- Provide administrative and clerical support to community management staff, leadership, and/or the General Manager, including preparation of reports, letters, correspondence, forms, spreadsheets, and other documents.
- Maintain calendars, contact lists, schedules, phone lists, and other internal reference documents.
- Prepare, update, scan, file, and organize documents, records, meeting materials, applications, reports, and correspondence.
- Prepare binders, spreadsheets, and documentation for meetings, as needed.
- Assist with meeting calendars, staff meeting coordination, and internal communications.
- Request copies of invoices, checks, records, and other information as necessary.
- Create and update logs, tracking sheets, and administrative records.
- Update procedures and reference materials as needed.
- Assist with special projects and other duties as assigned.
Access Device Coordination
- Maintain, track, program, and distribute access devices, including keys, fobs, remotes, gate access credentials, and related community access items.
- Run access device reports for Community Managers as requested.
- Maintain access device inventory, organization, and related records.
- Manage and maintain community directories, including processing changes, additions, and new community setup, as applicable.
- Assist homeowners with access-related questions, entry systems, and troubleshooting login or access issues.
- Coordinate with Community Managers, vendors, and homeowners regarding access device needs and updates.
- Track access device activity for billing, reporting, and internal recordkeeping.
Architectural Application Support
- Receive, log, and review architectural applications for completeness.
- Confirm required forms, supporting documents, plans, photos, deposits, or fees are included, as applicable.
- Route architectural applications to the appropriate Community Manager, architectural committee, board, or other reviewing party.
- Communicate application status, missing items, deadlines, and next steps to homeowners and internal team members.
- Maintain architectural application records, tracking logs, approval/denial correspondence, and related documentation.
- Assist with follow-up communications to ensure timely processing of architectural applications.
- Support Community Managers with architectural-related reports, notices, and homeowner inquiries.
Billing, Records, and Reporting Support
- Prepare, code, research, and process invoices and check requests related to assigned office or community functions, as needed.
- Receive checks and prepare them for signatures or processing according to company procedures.
- Maintain logs for access devices, clubhouse applications, architectural applications, welcome packages, and other billable items.
- Assist with monthly billing by logging applicable access device, clubhouse, application, move, or other community-related charges.
- Scan, file, and maintain financials, reports, meeting documents, and other records, as assigned.
- Support Community Managers with reports, documentation, ownership changes, reimbursements, and other administrative requests, as needed.
Now Required Qualifications:
- High school diploma or GED required.
- Two-year associate degree or higher preferred.
- One to three years of administrative, front desk, customer service, property management, or HOA-related experience preferred.
- Prior experience in community association management, HOA administration, access device coordination, architectural applications, or clubhouse/amenity reservations is a plus.
- Excellent customer service skills and a strong desire to provide extraordinary service.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and perform under deadlines and pressure in a fast-paced environment.
- Ability to build rapport with homeowners, board members, vendors, clients, and team members.
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
- Strong computer skills and ability to learn internal systems, databases, and community management platforms.
- Motivated, self-starting, reliable, and professional.
- Ability to communicate respectfully, assertively, and constructively.
Knowledge, Skills, And Abilities:
- Professional and welcoming front desk presence.
- Strong problem-solving skills.
- Ability to prioritize competing requests and follow through on assignments.
- Ability to maintain confidentiality and handle sensitive homeowner, client, vendor, and company information appropriately.
- Ability to maintain accurate records, logs, and documentation.
- Comfort interacting with homeowners, board members, vendors, and internal team members by phone, email, and in person.
- Ability to sit for most of an eight-hour shift, with occasional walking, standing, filing, lifting, or office-related movement as needed.
- Schedule flexibility to work full-time, Monday through Friday, based on business needs.
Note schedule flexibility appears also in Knowledge, Skills, And Abilities. We'll still include Schedule section maybe duplicate? But we should not duplicate content. The schedule flexibility is already in Knowledge, Skills, And Abilities. We could either keep it there or move to Schedule section. The instruction: include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text. So we can include Schedule section with that content. But then we would have duplicate if we also keep it in Knowledge, Skills, And Abilities. To avoid duplication, we could remove it from Knowledge, Skills, And Abilities and put it in Schedule. However we must preserve ALL substantive information; we can move it, not duplicate. So we will take the schedule flexibility sentence out of Knowledge, Skills, And Abilities and place it under Schedule section. Then Knowledge, Skills, And Abilities will not contain that sentence.
Thus Knowledge, Skills, And Abilities list will be all except the schedule line.
Now we need to output HTML.
Structure:
About the role
... company description + we’re looking for + position description ...
We need to ensure we don't repeat job title.
We'll combine:
Paragraph 1: Company description (Who We Are)
Paragraph 2: We’re Looking For
Paragraph 3: Position Description
All as maybe separate
elements.
Then Responsibilities:
Responsibilities
then with - for each duty. Could group by subheadings? Not required but we could keep as flat list. However to preserve structure maybe we can keep subheadings as inside
- ? But instruction: use
- for any list of duties/requirements/benefits. It didn't forbid additional headings inside list. Safer to just list all duties as
- . Could be long but okay.
Similarly Requirements:
Requirements
- ...
Skills:
Skills
- ...
Schedule:
Schedule
Schedule flexibility to work full-time, Monday through Friday, based on business needs.
Make sure no extra whitespace.
Let's craft the About the role paragraph(s). We'll combine into maybe two paragraphs: company description and we’re looking for and position description.
But we must not invent. We'll keep as three separate .
Now produce HTML.
Check for any boilerplate: Instagram/pmpmanage etc removed. Also "Who
. We need to preserve all substantive info, not invent. We need to remove boilerplate: Instagram/pmpmanage etc. Also "Who To learn more about PMP..." etc. Also social media lines. Also "We’re Looking For" maybe we can incorporate into About the role? Actually "Who We Are" is about company. "We’re Looking For" is about candidate traits. Could be part of About the role or separate? The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should map content to those headings. We have: - About the role: could combine "Who We Are" and "We’re Looking For"? Actually "About the role" maybe description of role and company. We'll create About the role section with company description and what they're looking for. - Responsibilities: Essential Duties And Responsibilities (list). We'll break into subcategories? Could just list all duties as
- . Might be long but okay.
- Requirements: Required Qualifications.
- Skills: Knowledge, Skills, And Abilities.
- Schedule: as above.
We should not repeat job title as heading.
We must not include Job ID etc.
We must not include duplicated lines.
We need to ensure we preserve all substantive info: company description, role description, duties, qualifications, skills, schedule.
We need to format as HTML fragment only.
Let's extract content.
Company description (Who We Are):
"Property Management Professionals (PMP) is an industry-leading association management firm providing innovative products and extraordinary services to common interest developments throughout California, Utah, and Texas. We are proud to offer a personalized, boutique level of service to our association clients, backed by the scale and resources of Odevo, one of the world’s largest resident services companies. We are proud to be privately owned, locally independent, and passionately committed to elevating the lifestyle experience for the communities we serve. We are one of the fastest (organically) growing association management firms in each of our respective markets. Our company’s growth coupled with the depth and breadth of our network creates a uniquely rare opportunity for professional growth. Additionally, our people-centric culture allows us to attract and retain the industry’s top talent and has served as one of our primary competitive advantages over the past two decades."
Also there is Instagram/pmpmanage etc but we drop.
"We’re Looking For" content:
"PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients."
Also there is "Position Description:" paragraph.
Position Description paragraph:
"The Front Desk Administrative Support Coordinator is responsible for providing front desk reception coverage, administrative and clerical support, and coordination assistance for access devices, architectural applications, clubhouse applications, and other HOA/property management-related tasks. This position serves as a key support role for the DCE office by answering phones, greeting visitors, responding to inquiries, maintaining records, preparing correspondence and reports, assisting community management staff, and helping ensure homeowner and client requests are handled courteously, accurately, and in a timely manner. The role will also assist with access device programming and tracking, clubhouse reservations and application processing, architectural application intake and coordination, billing logs, filing, and special projects."
We can incorporate that into About the role or Responsibilities? Probably About the role includes position description.
Now Essential Duties And Responsibilities broken into categories with bullet points.
We need to preserve all bullet points. Let's list them:
Front Desk and Reception
- Serve as the first point of contact at the DCE reception desk.
- Greet homeowners, board members, vendors, clients, visitors, and team members in a professional and friendly manner.
- Ensure phones are answered properly and messages are handled courteously, accurately, and in a timely manner.
- Receive and screen calls, visitors, and correspondence, directing inquiries to the appropriate team member or department.
- Assist clients, homeowners, vendors, board members, and fellow employees in a professional and service-oriented manner.
- Maintain a clean, organized, and professional front desk and reception area.
- Support general office operations and day-to-day administrative needs.
Administrative and Clerical Support
- Provide administrative and clerical support to community management staff, leadership, and/or the General Manager, including preparation of reports, letters, correspondence, forms, spreadsheets, and other documents.
- Maintain calendars, contact lists, schedules, phone lists, and other internal reference documents.
- Prepare, update, scan, file, and organize documents, records, meeting materials, applications, reports, and correspondence.
- Prepare binders, spreadsheets, and documentation for meetings, as needed.
- Assist with meeting calendars, staff meeting coordination, and internal communications.
- Request copies of invoices, checks, records, and other information as necessary.
- Create and update logs, tracking sheets, and administrative records.
- Update procedures and reference materials as needed.
- Assist with special projects and other duties as assigned.
Access Device Coordination
- Maintain, track, program, and distribute access devices, including keys, fobs, remotes, gate access credentials, and related community access items.
- Run access device reports for Community Managers as requested.
- Maintain access device inventory, organization, and related records.
- Manage and maintain community directories, including processing changes, additions, and new community setup, as applicable.
- Assist homeowners with access-related questions, entry systems, and troubleshooting login or access issues.
- Coordinate with Community Managers, vendors, and homeowners regarding access device needs and updates.
- Track access device activity for billing, reporting, and internal recordkeeping.
Architectural Application Support
- Receive, log, and review architectural applications for completeness.
- Confirm required forms, supporting documents, plans, photos, deposits, or fees are included, as applicable.
- Route architectural applications to the appropriate Community Manager, architectural committee, board, or other reviewing party.
- Communicate application status, missing items, deadlines, and next steps to homeowners and internal team members.
- Maintain architectural application records, tracking logs, approval/denial correspondence, and related documentation.
- Assist with follow-up communications to ensure timely processing of architectural applications.
- Support Community Managers with architectural-related reports, notices, and homeowner inquiries.
Billing, Records, and Reporting Support
- Prepare, code, research, and process invoices and check requests related to assigned office or community functions, as needed.
- Receive checks and prepare them for signatures or processing according to company procedures.
- Maintain logs for access devices, clubhouse applications, architectural applications, welcome packages, and other billable items.
- Assist with monthly billing by logging applicable access device, clubhouse, application, move, or other community-related charges.
- Scan, file, and maintain financials, reports, meeting documents, and other records, as assigned.
- Support Community Managers with reports, documentation, ownership changes, reimbursements, and other administrative requests, as needed.
Now Required Qualifications:
- High school diploma or GED required.
- Two-year associate degree or higher preferred.
- One to three years of administrative, front desk, customer service, property management, or HOA-related experience preferred.
- Prior experience in community association management, HOA administration, access device coordination, architectural applications, or clubhouse/amenity reservations is a plus.
- Excellent customer service skills and a strong desire to provide extraordinary service.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and perform under deadlines and pressure in a fast-paced environment.
- Ability to build rapport with homeowners, board members, vendors, clients, and team members.
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
- Strong computer skills and ability to learn internal systems, databases, and community management platforms.
- Motivated, self-starting, reliable, and professional.
- Ability to communicate respectfully, assertively, and constructively.
Knowledge, Skills, And Abilities:
- Professional and welcoming front desk presence.
- Strong problem-solving skills.
- Ability to prioritize competing requests and follow through on assignments.
- Ability to maintain confidentiality and handle sensitive homeowner, client, vendor, and company information appropriately.
- Ability to maintain accurate records, logs, and documentation.
- Comfort interacting with homeowners, board members, vendors, and internal team members by phone, email, and in person.
- Ability to sit for most of an eight-hour shift, with occasional walking, standing, filing, lifting, or office-related movement as needed.
- Schedule flexibility to work full-time, Monday through Friday, based on business needs.
Note schedule flexibility appears also in Knowledge, Skills, And Abilities. We'll still include Schedule section maybe duplicate? But we should not duplicate content. The schedule flexibility is already in Knowledge, Skills, And Abilities. We could either keep it there or move to Schedule section. The instruction: include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text. So we can include Schedule section with that content. But then we would have duplicate if we also keep it in Knowledge, Skills, And Abilities. To avoid duplication, we could remove it from Knowledge, Skills, And Abilities and put it in Schedule. However we must preserve ALL substantive information; we can move it, not duplicate. So we will take the schedule flexibility sentence out of Knowledge, Skills, And Abilities and place it under Schedule section. Then Knowledge, Skills, And Abilities will not contain that sentence.
Thus Knowledge, Skills, And Abilities list will be all except the schedule line.
Now we need to output HTML.
Structure:
About the role
... company description + we’re looking for + position description ...
We need to ensure we don't repeat job title. We'll combine: Paragraph 1: Company description (Who We Are) Paragraph 2: We’re Looking For Paragraph 3: Position Description All asmaybe separate
elements. Then Responsibilities:
Responsibilities
then- with
- for each duty. Could group by subheadings? Not required but we could keep as flat list. However to preserve structure maybe we can keep subheadings as inside
- ? But instruction: use
- for any list of duties/requirements/benefits. It didn't forbid additional headings inside list. Safer to just list all duties as
- . Could be long but okay.
Similarly Requirements:
Requirements
- ...
Skills:
Skills
- ...
Schedule:
Schedule
Schedule flexibility to work full-time, Monday through Friday, based on business needs.
Make sure no extra whitespace. Let's craft the About the role paragraph(s). We'll combine into maybe two paragraphs: company description and we’re looking for and position description. But we must not invent. We'll keep as three separate. Now produce HTML. Check for any boilerplate: Instagram/pmpmanage etc removed. Also "Who
- ...
Schedule:
- ...
Skills:
- ? But instruction: use
- for each duty. Could group by subheadings? Not required but we could keep as flat list. However to preserve structure maybe we can keep subheadings as inside