Part-time Onsite Associate Manager

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

The candidate must be a high energy self-starter who is well organized, articulate, pro-active and customer centric. This role works closely with the Community Manager and Seabreeze leadership to ensure efficient day-to-day operations, excellent homeowner service, and smooth coordination with developers, vendors, and the Board of Directors.

This position will support all administrative functions of the property management team under minimal supervision. The ideal candidate is an independent thinker with excellent decision-making and time management skills.

Qualified candidates will have a working knowledge of management practices, accounting procedures and Association CC&Rs and Bylaws.

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.

• Assist in the day-to-day operations of the Fox Point Farms community.
• Maintain a regular onsite presence to support homeowners, vendors, and board members.
• Greets scheduled and walk-in visitors and directs to appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages. Prioritizes emergency repair request calls by immediately informing the Community Manager, Assistant Manager or Maintenance Supervisor.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Community Manager.
• Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
• Under the direction of the Community Manager, organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, composes correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
• Organizes and maintains filing system and files correspondence and other records.
• Creates new forms and maintains procedure manuals.
• Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• Maintains applicable databases. Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events. Provide updates to appropriate personnel/ board members who utilize this information.
• Assists in coordinating with Community Manager and the Maintenance Supervisor, outside contractors and homeowners all Board of Director approved repairs to condominiums and surrounding common area property.
• Assists with uploading of documents to My Seabreeze.
• Assists homeowners with clubhouse rental. Accepts deposits and required forms and explains rules and regulations and key use. Updates calendar with clubhouse use dates, committee meetings, and special events.
• Assists in rule enforcement while onsite by engaging with clubhouse guests.
• Assists in coordinating with Account Executive and the Maintenance Supervisor, outside contractors and homeowners all Board of Director approved repairs to condominiums and surrounding common area property.
• Conduct regular site walks to identify maintenance issues, CC&R enforcement and community needs.
• Assist in monitoring vendor performance and contract compliance.
• Contributes to the publishing of newsletters and coordinating delivery of mailings.
• Perform all other duties as business needs dictate.
  
  

Requirements

Knowledge, Skills and Experience

• High School Diploma or equivalent; two (2) year or four (4) year college degree preferable
• Minimum three (3) years general administrative experience; previous industry experience highly desired
• Excellent communication skills, both verbal and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Strong organizational and time management skills
• Ability to multi-task
  
  

Availability

This positions is Part time - 3 days per per week, including Saturdays.

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.