Manager Assistant (CA)

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 Manager Assistant provides confidential administrative, secretarial, and project support to the General Manager and Board of Directors. Responsibilities include but are not limited to annual meeting preparation, special elections, and ballot mail outs, independent research and preparation of administrative documents, interfacing with homeowners, contractors, Board and Committee members, making independent judgments and decisions regarding Association matters, performing special projects and administrative functions, and attends meetings as designated by the General Manager. The incumbent is also required to have knowledge of the Association’s By Laws, CC&Rs, and overall operations. The Manager Assistant supervises the Administrative Assistant, Social Director and Receptionist.

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.

• Serves as Receptionist in answering questions, interpreting, explaining and advising the public, owners and residents concerning policies and procedures of the Association.
• Covers the front desk during shift and responsible for front desk duties to include, accepting and processing packages, keys and deliveries.
• 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 front desk 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 workflow, reports, and other such communications to meet deadlines.
• Maintain the official database of Association homeowners and residents, which requires the processing of all record changes; reviews, corrects, and updates the database on a daily basis 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.
• Coordinate information and compile the monthly Board packet as directed by the General Manager.
• Prepare responses to resident correspondence as directed by the General Manager and reports on the response.
• Prepare all violation correspondence at the direction of the General Manager.
• Prepare all Architectural/Facilities Committee correspondence to homeowners.
• 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.
• Perform special project assignments at the General Manager’s direction.
• Work with and assists outside contractors to ensure successful completion of contracts.
• Contact businesses or individuals for bids and estimates to submit to the Board of Directors for action.
• Review bids for conformity to contract requirements and makes recommendations.