HOA Assistant General 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

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. Through sound judgement and analytical decision-making, the Assistant General Manager and Lifestyle Manager acts as a compass of our motto and, under the guidance of the General Manager.

The position is under the direct supervision on the General Manager. The Assistant General Manager has thorough knowledge of all governing documents, post orders, policies and procedures, property, and personnel. The Assistant General Manager supervises the physical maintenance of the main recreation areas and moves and inspects and reports the condition of the buildings and grounds to the General Manager.

The Assistant General Manager under the direction of the General Manager, plans and implements recreational activities, which include but are not limited to special events, adult education, and the scheduling of clubhouse facilities for recreational use. This role will have significant contact with residents and vendors associated with Clubhouse Activities. Performs 24-hour on-call service as needed.

Essential Duties And Responsibilities

• Executes plans, coordinates, and directs social activities and provides general direction of Clubhouse associated operations. Creates a monthly calendar of events to promote social and recreational interaction of the residents.
• Maintains a master calendar for use of rooms in the Mountain View Lodge and works to make space available and coordinate the required set-up for Board of Directors and Board Committee meetings, either scheduled or unscheduled as well as other uses appropriate for the community.
• Maintains liaison with the residents, guests, and General Manager. Plans and implements
• Clubhouse activities and special events; sets up classes and workshops. Provides independent judgement when supervising third party Janitorial and Security staff members to ensure sure all building policies and procedures are being adhered to and that staff are performing as directed.
• Works with the Activities Committee Chairperson in implementing Clubhouse activities and responsible for set up and tear down.
• Serves as staff liaison for the associations various committees providing direction and approvals on projects and initiatives in accordance with policy.
• Attends monthly Activities Committee meetings and meets frequently with the Activities Chairperson and designated Committee members on social functions.
• Prepares requests for funds for events, social activities, and activity groups, together with any necessary or requested supporting documentation.
• Administers, with oversight of the General Manager, the Clubhouse Activities Committee budget as approved by the Board of Directors.
• Oversees all contractor/vendor work at Main Recreation Facilities.
• Manages vendors and contracts.
• Coordinates with Maintenance Supervisor for set-up requirements of maintenance personnel for major events in the Clubhouse.
• Responsible for assisting in scheduling recurring maintenance.
• Maintains the Bulletin Board, Clubhouse information center, and flyer rack(s) with current information at the Clubhouse and OCA Business Office.
• Attends, upon request, Committee, and special group meetings by invitation of the Chairperson to explain Clubhouse use procedures. Coordinates social and recreational activities with all appropriate groups.
• Maintains inventory of supplies and submits purchase order to restock at the Clubhouse, including stock for Mirabar and Hub.
• Provides oversight for the Mountain View Lodge to include opening and securing the building, supervising its use, and reporting any needs for care or maintenance to the Property Services Manager.
• Enforces all Clubhouse rules and regulations; recommends changes to rules and regulations when appropriate.
• If directed by the General Manager, obtains necessary licenses from departments of the city, County and State. Controls and maintains compliance with health, fire, and liquor regulations pertaining to all facilities.
• Performs research and special projects at the direction of the General Manager.
• Handles the preparation of the register banks for the Share and Wear facility every day, prepares bank deposits and completes bank deposits twice per week.
• Balances the petty cash box once per week and provides the cash box balance to the General Manager.
• Performs the petty cash box reimbursements requests bimonthly and makes change as needed for the petty cash box and Share and Wear master bank.
• Responsible for gathering topics, researching, and creating the monthly newsletter with articles / advertisements / updated information related to Activities.
• Using management software, creates work orders for resident requests. Follows up on originated orders.
• Assists General Manager with special projects.
• Supervises and schedules carpet cleaning.
• Orders building supplies and maintains inventory controls.
• Oversees independent vendors and contractors working in the Main Recreation Area. Checks MRA on a daily basis to ensure compliance with building rules and regulations.
• Performs 24-hour on-call service as needed.
• Oversees physical maintenance of the MRA.
• Other duties as assigned.
  
  

Supervisory Duties

• Pre-screen and interview prospective employment candidates.
• Train and supervise new and existing employees.
• Terminate employees only with Human Resources involvement, in accordance with Management Company policies and procedures.
• Provide guidance and job development to employees on work practices, performance, and policies/procedures.
• Responsible for creating and maintaining standard operating procedures.
• Review and approve time off requests and timesheets via the payroll system according to deadlines provided by the Payroll Administrator.
• Conduct annual performance appraisals for employees and recommendations on salary increases.
  
  

Requirements

Knowledge, Skills and Experience:

• Effectively coordinate multiple projects, use time management skills, and exercise independent judgment.
• Able to communicate effectively in written and verbal.
• Strong internal/external customer relation 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.
• 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 janitorial, basic maintenance and security procedures
• Knowledge of proper handling of asbestos-containing materials
• Knowledge of OSHA guidelines in the performance of duties
• Working knowledge of payroll processing
• Facilities management skills
• Physically able to perform position responsibilities
• Basic mathematics skills
  
  

Minimum Education

High School Diploma or equivalent

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.

License/Permits/Certifications Required

Valid Driver’s License and State mandated vehicle insurance.

Availability

Regular business hours and must be available for committee meetings, community events and after regular business hours, as necessary.

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.