Associate Manager (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary

The Associate Manager provides confidential administrative, secretarial, and project support to the General Manager and Board of Directors. Responsibilities include meeting preparation, board packet preparation, independent research and preparation of administrative documents, interfacing with homeowners, contractors, Board and Committee members, making independent judgments and decisions regarding Association matters, performing special projects and administrative functions, and attends meetings as designated by the General Manager. The incumbent is also required to have knowledge of the Association’s governing documents and overall operations.

Essential Duties And Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This position supports 68 acres (about the area of a large shopping mall) of landscaping and green space. He/she will participate in landscape walks of the community, parks, and other public spaces. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide confidential administrative and project support to the General Manager and Board of Directors.
• Prepare correspondence and reports for the General Manager, Board of Directors, and Committee Chairs.
• Monitor the email account for the Campus, manage park and other rental reservations, payments, invoicing, and reconciliations for accounting purposes.
• May assist General Manager with licensing for onsite filming, ensure contracts are signed and filed, permits provided.
• Assist General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.
• Maintain the official database of Association homeowners, vendors, tenants, and residents, which requires the processing of all record changes; reviews, corrections, and updates the database.
• Maintain an email address system for the residents and an electronic file for each unit for all electronic filing.
• Collect and prepare information for the General Manager’s use in discussion and meetings with the Board of Directors and other Association business.
• Prepare responses to prospective rental clients as directed by the General Manager and reports on the response.
• Prepare all violation correspondence at the direction of the General Manager.
• May prepare and mail notices to homeowners regarding rules violations, architectural control requests and perform follow up and rules enforcement administration.
• Perform special project assignments at the General Manager’s direction.
• Work with and assists General Manager as directed with outside contractors to ensure successful completion of contracts.
• Contact businesses or individuals for bids and estimates as directed by the General Manager.
• At the discretion of the General Manager, be available to inspect the property for maintenance related items, violations of the Rules and Regulations and meet with association vendors to inspect and check on projects. In addition, compose and prepare a report of items identified, and report to the General Manager on any critical items.
• Other assigned duties as needed
  
  

Requirements

Knowledge, Skills, and Experience:

• Effectively coordinate multiple projects, use time management skills, and exercise independent judgment.
• Expert composition/ written and verbal communication skills.
• Strong internal/external customer relations skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders.
• Work with confidential/sensitive information and use diplomacy in communicating such information.
• Effective project management and follow-up skills.
• Professional image or business image per policy.
• Effectively and efficiently handle shifting priorities and deadlines.
• Meet scheduling and attendance requirements per policy and the position.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Professional image or business image per policy, and personal etiquette.
• Organizational, planning, project management, time management, and problem-solving skills.
• Knowledge of Davis-Stirling Act and how homeowner associations are governed and managed a plus.
  
  

Minimum Education

High School Diploma or equivalent

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

License/Permits/Certifications Required

Valid Driver’s License and State-mandated vehicle insurance.

Availability

Regular business hours and must be available for Board meetings after regular business hours, as necessary.

Physical Requirements and Work Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Must be able to sit for extended periods of time

Must have finger dexterity for typing/using a keyboard

Must be able to sit for long periods of time at a desk in a meeting

Must be mobile enough to move around the office

Must be able to participate in community inspection walks

Must be able to hear in order to receive telephone calls and voicemail messages

Must be able to lift up to 25 lbs.

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Regular business hours and must be available for Board meetings and other events after regular business hours, as necessary.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.