Office & Operations Coordinator

Overview

Assembly HOA is looking for a proactive, detail-oriented Office & Operations Coordinator to keep our operations running smoothly and our in-office environment organized and efficient. You'll play a key role in supporting daily operations, onboarding new HOA communities, and managing the flow of information and materials across our team. This role is perfect for someone who thrives in a fast-paced setting, takes ownership of tasks, and enjoys creating order and clarity across both digital and physical spaces.

About Us

Assembly HOA is an AI-enabled HOA management company dedicated to transforming homeowner associations into turnkey communities by combining exceptional software with experienced community management. We automate operations, enhance transparency, and guide HOAs toward becoming fully turnkey communities through intelligent strategic planning. Assembly's culture values ownership, accountability, and a strong commitment to customer satisfaction.Key Responsibilities

Onboarding Support:

• Assist in administrative tasks such as gathering, organizing, and maintaining HOA documents and information.
• Support the onboarding process by adhering to timelines and ensuring seamless transitions for new clients.
• Prepare and distribute introductory materials, forms, and communications to new communities.
• Assist with vendor communication and verification.

General Administrative Support:

• Answer emails, calls, and inquiries professionally and efficiently.
• Handle incoming and outgoing mail, including sorting, scanning, mailing out documents, and forwarding items to the appropriate team members or departments.
• Organize and maintain physical and digital records using Google Workspace.
• Support tracking and meeting deadlines for different compliance issues.
• Assist with depositing checks.

Office Management & In-Person Duties

• Assist in maintaining the office by tidying shared spaces, managing organization systems, and ensuring a clean, efficient workspace.
• Monitor and restock office supplies; handle ordering and purchasing as needed.
• Sort, file, and manage physical documents and archives in the in-office storage unit.
• Support light logistical coordination for in-person meetings and office events.
• Serve as an on-site point of contact for deliveries, maintenance visits, and general office needs.

Qualifications & Skills:

• 1-2 years of administrative or office support experience preferred.
• Prior experience or knowledge of the HOA industry preferred
• Proficiency in Google Workspace (Google Docs, Google Sheets, Google Drive, Google Calendar, and Gmail). Proficiency with other office software like Microsoft is also accepted.
• Strong verbal and written communication skills with a customer service-oriented approach, both via calls and emails.
• Excellent time management skills, ability to prioritize tasks, and strong attention to detail.

Cultural Fit & Attributes:

• A proactive, self-motivated approach to management and problem-solving.
• Passionate about delivering exceptional customer experiences.
• Team-oriented mindset, focused on collaboration and continuous improvement.

Successful Candidates include:

• Being able to work in a fast-paced environment.
• Being able to pick up and learn new skills quickly as needed.
• Being adaptable to new challenges and changes within the business.
• Being able to communicate and talk with external parties professionally.
• Occasional overtime may be required during peak periods
• Open communication and open-minded to tackling and solving problems.

Location & Work Environment:

• Monday, Wednesday, and Friday: 9:00AM - 5:00PM (additional hours may be required based on need).
• This role is based on-site in our Glendale office, requiring in-office presence.

Compensation:

• Pay from $22-$28/hr

Job Type: Part-time

Work Location: In-person in Glendale, CA 91203

Job Type: Part-time

Pay: $ $28.00 per hour

Expected hours: 24 per week

Work Location: In person