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

The position is under the direct supervision of the General Manager (GM). The Administrative Assistant works independently and is responsible for greeting guests and ensuring that their needs and requests are met. The Administrative Assistant also oversees and is responsible for the Courtesy Officer team and Maintenance crew. Major attributes for this position include diplomacy, patience, and flexibility.

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 and interacts with staff, residents, guests, contractors, and others
• Reports any unusual conditions or needs promptly to all contracted services representatives as directed
• Performs thorough daily inspections of front desk area, supplies & equipment
• Exercises care in the use of supplies and equipment, without waste
• Promptly forwards all housekeeping and maintenance issues reported by Courtesy Officers to the General Manager.
• Forwards (Courtesy Officer or Resident) incident reports (safety & property) to General Manager.
• Oversee Key Management, building inspection reports, incident summary reports.
• Calendar for Moves & Amenity reservations
• Vendor Access
• Monitor radio calls to ensure a timely response from roving access control guard and monitors Courtesy Officer’s location.
• Answers incoming phone calls/direct incoming calls.
• Directs vendors, guests & contractors.
• Oversee vendor & guest parking.
• Signs in visitors; guest & vendor sign-ins.
• Handle and sort all incoming and outgoing mail.
• Handles all responsibilities related to packages received and the package
• storeroom and administration of package tracking system.
• Maintains all documentation and logs, including incident reports.
• Direct Courtesy Officer to post notices on all bulletin boards.
• Direct Courtesy Officer to assist homeowners with lockouts.
• Keeps keys locked safely.
• Assist residents with welcome packets, moves, fobs & amenity reservations.
• Master & understand all Emergency Procedures (EP) described in EP Manual.
• Document & forward observed or reported rule violations to General Manager.
• Respond to leak reports per procedure & forward leak incident reports.
• Enter new resident information into C3; retain old tenant info in C3 notes.
• Have an understanding of the property rules and regulations and other governing documents for compliance purposes and report any noncompliance matters as necessary.
• Other duties as assigned or requested from the Manager.
  
  

Requirements

Knowledge, Skills, and Experience

• Must demonstrate a positive attitude and professional demeanor, serving as an ambassador for the company, and encouraging other employees to do the same.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to read and interpret documents such as operating and procedural manuals.
• Ability to perform basic math skills such as addition, subtraction, multiplication, and division.
• Requires strong communication, organizational, decision-making, and interpersonal skills.
• Ability to be detail-oriented while maintaining thorough follow-through.
• Ability to multi-task and to work well under pressure.
• Requires professional demeanor with the ability to use independent judgment to handle any customer services matters in a satisfactory manner.
• Proficiency with electronic resources such as Internet search, Outlook, and Word.
  
  

Minimum Education

High School Diploma or equivalent

Experience in the property management and/or hospitality industries is preferred.

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 us at Vy Nguyen at (949) 334-8166.