HOA Administrative Assistant (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

 

This position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operation, and emergency service 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

 

• Provide administrative and clerical support to the General Manager such as reports, letters/correspondence and forms.
• Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
• Prepare board packets, spreadsheets and documentation needed for monthly Board of Director meetings.
• Maintain calendars, contact lists and schedules: and conduct appropriate receiving and screening of calls and correspondence for the General Manager.
• Send checks and coded invoices to Seabreeze. Track checks and make sure they have the necessary signatures.
• Prepare, code and research invoices and check requests for payment of services or products related to office functions. May include C3 research and/or contacting vendors for additional information regarding past due statements or invoices.
• Prepare drafts of Board Meeting minutes. Scan and file signed minutes upon Board approval.
• Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list and employee contact list.
• Update procedures book as needed.

 

Requirements

 

Knowledge, Skills and Experience:

 

• 3 – 5 years administrative experience
• Excellent verbal and written business communication skills
• Must utilize discretion in managing highly confidential or sensitive information
• Strong interpersonal skills; able to work with all levels of management and clients
• Proven ability to manage multiple tasks with competing priorities and deadlines
• Ability to read, understand, and implement established policies and procedures
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)

 

Required Education

 

• High school or equivalent

 

Required Experience

 

• Administrative Assistant: 3 years

 

Language Skills

 

The individual must have strong written and verbal communication skills in order to communicate effectively with employees and clients at all levels of the organization.

 

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.