HOA Administrative Assistant

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

This position provides administrative support to the General Manager managing the day-to-day office operations and responsible for the following duties.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets scheduled and walk-in visitors and directs to appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings. Prioritizes emergency request calls by immediately informing the General Manager.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the General Manager.
• Supports with the handling of homeowner/tenant requests received by telephone, in person, in writing, in email, or via the internet, accordance with regulations established by the Board of Directors.
• Under the direction of the General Manager, organizes and maintains association records, documents, and homeowner/tenant correspondence with relation to association business procedures. When requested, composes correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email, flyer, eblasts and faxes.
• Organizes and maintains filing system and files correspondence and other records in a timely manner.
• Creates new forms and maintains procedure manuals.
• Maintains applicable databases. Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
• Contributes to the publishing of newsletters and coordinating delivery of mailings, eblasts or via internet.
• Assist homeowners/tenants with clubhouse rentals. Accepts deposits and required forms and explains rules and regulations and key use. Updates calendar with clubhouse use dates, board meetings, committee meetings, and special events. Informs security of homeowners/tenants’ event dates and schedules security to be on site for day of event.
• Assist homeowners/tenants with amenity usage and scheduling.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase.
• Assist new homeowners/tenants with registration process in accordance with regulations established by the Board of Directors.
• Order and organize all necessary office supplies for day to day operations.
• Register all new members, new member forms and create access cards.
• Other duties as assigned.
  
  

Requirements

Education and/or Experience:

• High School Diploma or equivalent; two (2) year or four (4) year college degree preferable
• Minimum three (3) years general administrative experience; previous industry experience highly desired
• Excellent communication skills, both oral and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Strong organizational and time management skills
• Ability to multi-task
  
  

Language Skills

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

Specific Skills/Knowledge

• Strong interpersonal skills; able to work with all levels of management, residents, vendors, etc.
• Proven ability to manage multiple tasks with competing priorities and deadlines
• Ability to read, understand, and implement established policies and procedures utilizing strong critical thinking and analysis skills
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Publisher)
  
  

License/Permits/Certifications Required

Valid Driver’s License and State mandated vehicle insurance.

Availability

Regular business hours, with the ability to work a flexible schedule that may include split shifts, evenings, weekends, and holidays.

Work Environment

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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 an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.