Overview
Administrative Operations Specialist Jobs in Santa Barbara, CA at Purple Painting
Description:
Purpose
WindRiver is East Tennessee’s premier luxury lifestyle residential community, offering a diverse range of businesses including real estate, development, building, landscaping, property management, hospitality, club membership, golf, dining, and marina management.
The Administrative Assistant plays a key role in supporting the operations of multiple departments across the WindRiver community. This role is responsible for providing exceptional service to Members, Owners, Clients, and internal teams through administrative assistance, document management, scheduling, compliance monitoring, and effective communication. The Administrative Assistant reports to the WindRiver VP of Operations.
Responsibilities
Administrative and Operational Support
Coordinate meetings and schedules by managing multiple calendars in Microsoft Outlook.
Prepare and submit quotes, invoices, and essential forms such as WROs, PROs, and supply requests.
Support HOA, Club, DRB, and landscaping operations by organizing packets and maintaining clear records.
Conduct community drives and site visits to assess compliance and document conditions.
Maintain accurate property records and owner contact information.
Update operational trackers, including the Marina Master and Lift Installation spreadsheet.
Ensure marina tenant insurance and registration documents are current and properly filed.
Member Services
Issue access codes for new homeowners and marina tenants, including gate and slip assignments.
Maintain accurate homeowner vehicle records in internal systems.
Register homeowners for events and track RSVPs.
Troubleshoot Member Portal issues to support a smooth user experience.
Process golf cart registrations and communicate updates to accounting.
Communication and Coordination
Respond promptly and professionally to shared inbox emails.
Manage task lists in Asana for marina, DRB/WRCA, and supply order tracking.
Handle Zendesk support tickets efficiently.
Answer and direct incoming calls to appropriate team members.
Coordinate dining and event requests with the Food & Beverage team.
Maintain event spreadsheets for tracking meal preferences and attendance.
Communicate updates on marina tenants, slip changes, lift activity, and construction to internal teams.
Customer Service
Build and maintain positive relationships with residents, builders, and colleagues to support the WindRiver experience.
Provide friendly, professional service to homeowners, members, guests, vendors, and contractors.
Requirements:
High School diploma required; Bachelor’s degree preferred in related field.
Must be at least 18 years old (required).
2 years of relevant office or administrative experience (required)
Must have a valid driver’s license, and clean driving record (required).
Knowledge/Skills/Abilities:
Strong organizational skills with the ability to handle multiple tasks under pressure and meet deadlines.
Excellent written and verbal communication skills, with attention to detail.
Technological proficiency with office equipment and platforms such as email, printers, copiers, iPads, Asana, Microsoft Teams, and Zendesk.
A professional demeanor, strong interpersonal skills, and a positive, team-oriented attitude.
Excellent customer service skills.
Proficiency in Microsoft Office applications including Outlook, Word, Excel, and Powerpoint
What we offer:
Health Insurance
Dental and Vision Coverage
Life Insurance and Disability
Paid Time Off (PTO)
Physical Requirements: Must be able to bend, stoop, climb, twist, climb stairs, kneel, lift, push, and pull items weighing up to 30lbs. Must be comfortable working in an office setting for 8+ hours a day.
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Title: Administrative Operations Specialist
Company: Purple Painting
Location: Santa Barbara, CA
