HOA Maintenance Administrative Assistant

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 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 35 years. With offices throughout California, Nevada, Arizona, Idaho, and Washington Seabreeze and its family of companies 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, personnel changes, etc., 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.

• Conduct or participate in monthly community inspections.
• Receive and follow up on property complaints through prompt inspection; take corrective action as needed with General Manager’s approval.
• Perform daily inspections of clubhouse facilities and amenities, ensuring areas such as sports courts and barbecue spaces are free from debris and safety hazards.
• Serve as the main point of contact with vendors on all preventative maintenance projects, including scheduling and communicating service interruptions to the community.
• Solicit proposals, bids, and contracts from vendors; maintain an updated maintenance log and service calendar.
• Assist the General Manager in performing management duties as needed.
• Provide support with the set-up and clean-up of community events.
• Manage work orders in collaboration with the Assistant to the General Manager and Front Desk Associate.
• Ensure reserve components are repaired or replaced in a timely manner; maintain working knowledge of the applicable reserve study.
• Support capital projects as directed by the General Manager and/or the Assistant to the General Manager.
• Perform minor repairs to the exterior, interior, clubhouse, and common areas as required.
• Maintain confidentiality with homeowners and management, upholding professional boundaries at all times.
• Perform other duties as assigned.
  
  

Requirements

Knowledge, Skills and Experience:

• Minimum of 1 year of experience in community association and/or property management.
• Proven ability to coordinate multiple projects, manage time effectively, and exercise sound independent judgment.
• Proficient in intermediate mathematics with strong written and verbal communication skills.
• Excellent customer service and relationship-building skills to interact with all levels of management, employees, homeowners, and stakeholders.
• Ability to handle confidential and sensitive information with diplomacy and discretion.
• Strong follow-up skills with attention to detail.
• Professional appearance and demeanor, in alignment with company policy.
• Demonstrated organizational, planning, project management, time management, and problem-solving skills.
• Ability to manage competing priorities and meet deadlines effectively.
• Reliable in meeting scheduling and attendance requirements as outlined by company policy.
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
  
  

Minimum Education

• High School Diploma or equivalent required. Bachelor’s degree preferred.
  
  

Language Skills

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

Availability

Regular business hours 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. The Association maintains a smoke-free environment in its offices, buildings, and Clubhouse complex.