Front Desk/Office assistant

Front Desk & Office assistant

Klahanie Association
Compensation: $25–$30 per hour, DOE
Status: Full-Time | On-Site

Position Overview
The Klahanie Association is seeking a reliable and detail-oriented Front Desk & Communications Coordinator to support daily administrative operations and enhance resident communications. This position serves as the first point of contact for residents and guests and plays a key role in maintaining accurate records, supporting Board functions, coordinating programs, and producing high-quality community communications.

Key Responsibilities Front Desk & Resident Services

• Serve as the primary point of contact for walk-in residents and incoming calls, ensuring exceptional customer service.
• Manage the general information email inbox; respond, triage, and route inquiries as appropriate.
• Maintain a clean and professional front desk and lobby environment.
• Retrieve and distribute daily mail; manage follow-up for returned mail.

Administrative Support

• Perform administrative tasks including filing, document organization, typing, copying, and scanning.
• Maintain filing systems for ACA documents, compliance letters, registration forms, and other Association records.
• Process payments made by credit card (assessments, guest fees, etc.).
• Order office supplies, replenish snacks, and maintain postage meter funds and supplies.
• Update homeowner accounts in Vantaca, including contact information and rental registration records.
• Assist the Compliance Department with monthly rental registration processing.
• Provide support for office events and administrative projects as assigned.
• Must be available for occasional after-hours meetings or weekend events.

Board & Governance Support

• Assist with preparation of Board of Directors (BOD) agendas, packets, and meeting minutes.
• Upload BOD minutes and motions to the Resident Portal; ensure documents are organized and up to date.
• Support the annual election process, including entering vote data into the appropriate software.
• Assist with preparation for the BOD Retreat.

Program Coordination

• Assist with Pea Patch program coordination.
• Process resale demands through Condocerts and troubleshoot related issues.

Communications & Content Creation

• Create and schedule digital communications, including community updates and announcements.
• Design and produce newsletters using Canva.
• Support consistent and professional communication across digital platforms.

Qualifications

• Previous experience in administrative, front desk, or customer service roles preferred.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Clear written and verbal communication skills.
• High attention to detail and accuracy in data entry and recordkeeping.
• Proficiency with standard office software; ability to learn HOA platforms (Vantaca, Condocerts).
• Experience with Canva or similar design tools preferred.
• Ability to maintain confidentiality and professionalism in all resident interactions.

Compensation & Benefits

• Hourly pay range of $25–$30, depending on experience.
• Training provided on Klahanie Association operations and systems.
• Supportive and collaborative team environment.

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $25 - $30