HOA Assistant to the 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 to the General Manager acts as a compass of our motto and, under the guidance of the General Manager, assists the community General Manager.

With sound industry knowledge, the Assistant to the General Manager is a seasoned leader who looks to support the community General Manager. The Assistant to the General Manager has the breadth of knowledge in administrative support.

Essential Duties And Responsibilities

• 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.
• Assist in establishing and maintaining procedures, as required, for the efficient functioning of the office of the Association. Assure office environment is clean, orderly and supplies are ordered as required. Coordinate service as needed for maintaining office equipment (e.g. copy machine, computers, and postage machine).
• Assist General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.
• Prepare all violation correspondence at the direction of the General Manager.
• Perform special project assignments at the General Manager’s direction.
• Contact businesses or individuals for bids and estimates to submit to the Board of Directors for action.
• Coordinate information and compile the monthly Board packet 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.
• Performs research and special projects at the direction of the General Manager.
• Maintain the official database of Association homeowners and residents, which requires the processing of all record changes; reviews, corrects, and updates the database daily in conjunction with the accounting department at the Management Company.
• 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 of Board of Directors and other Association business.
• Prepare responses to resident correspondence as directed by the General Manager and reports on the response.
• Prepare and mail notices to homeowners regarding insurance payments, assessment coupon books, and annual meeting and By Law changes, rules violations, architectural control requests and performs follow up and rules enforcement administration.
• Work with and assists outside contractors to ensure successful completion of contracts.
• Provides oversight for the Clubhouse to include opening and securing the building, supervising its use, and reporting any needs for care or maintenance to the General Manager.
• Enforces all Clubhouse rules and regulations; recommends changes to rules and regulations when appropriate to the General Manager.
  
  

Requirements

Knowledge, Skills and Experience:

• Effectively coordinate multiple projects, use time management skills and exercise independent judgment.
• Expert English composition and written and oral communication skills.
• 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.
• 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
  
  

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 Vy Nguyen at (949) 334-8166.