Seabreeze Management Company
HOA Administrative Assistant
Seabreeze Management Company, San Diego, California, United States, 92108
Job Description
Job Description 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 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.
Summary:
The Administrative Assistant provides confidential administrative, secretarial, and project support to the General Manager and Community Manager. Responsibilities include but are not limited to assisting with 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 judgments and decisions regarding Association matters, performing special projects and administrative functions. The incumbent is also required to have knowledge of the Association’s Bylaws, CC&Rs, and overall operations.
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. Provide confidential administrative and project support to the General Manager, Community Manager and Board of Directors. Prepare correspondence and reports for the General Manager, Community 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 and Community Manager in coordinating office 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. Coordinate information and compile the Board packets. Prepare responses to resident correspondence and reports on the response. Prepare all violation correspondence. Prepare all
Architectural/Facilities
Committee correspondence to homeowners. Prepare and mail notices to homeowners regarding insurance payments, assessment coupon books, and annual meeting and Bylaw changes, rules violations, architectural control requests and performs follow up and rules enforcement administration. Perform special project assignments. Work with and assists outside contractors to ensure successful completion of contracts. At the direction of the General Manager and Community Manager contact businesses or individuals for bids and estimates to submit to the Board of Directors for action. Maintain all Association notebooks: Resolution, Minutes (General and Executive), Committee Minutes, Management Report, and Clubhouse Financial. Assist with other job duties as assigned. Other Duties: Assists the Resident Relations Specialist in answering questions, interpreting, explaining and advising the public, owners and residents concerning policies and procedures of the Association. Assists Resident Relations Specialist as required and covers the front desk as needed. Requirements:
Education and/or 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 oral and written Customer service driven Proficient in Microsoft Word, Excel, Outlook and PowerPoint Strong organizational and time management skills Ability to multi-task Minimum Education: High School Diploma or equivalent required.
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 overtime as required.
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.
Job Description 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 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.
Summary:
The Administrative Assistant provides confidential administrative, secretarial, and project support to the General Manager and Community Manager. Responsibilities include but are not limited to assisting with 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 judgments and decisions regarding Association matters, performing special projects and administrative functions. The incumbent is also required to have knowledge of the Association’s Bylaws, CC&Rs, and overall operations.
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. Provide confidential administrative and project support to the General Manager, Community Manager and Board of Directors. Prepare correspondence and reports for the General Manager, Community 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 and Community Manager in coordinating office 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. Coordinate information and compile the Board packets. Prepare responses to resident correspondence and reports on the response. Prepare all violation correspondence. Prepare all
Architectural/Facilities
Committee correspondence to homeowners. Prepare and mail notices to homeowners regarding insurance payments, assessment coupon books, and annual meeting and Bylaw changes, rules violations, architectural control requests and performs follow up and rules enforcement administration. Perform special project assignments. Work with and assists outside contractors to ensure successful completion of contracts. At the direction of the General Manager and Community Manager contact businesses or individuals for bids and estimates to submit to the Board of Directors for action. Maintain all Association notebooks: Resolution, Minutes (General and Executive), Committee Minutes, Management Report, and Clubhouse Financial. Assist with other job duties as assigned. Other Duties: Assists the Resident Relations Specialist in answering questions, interpreting, explaining and advising the public, owners and residents concerning policies and procedures of the Association. Assists Resident Relations Specialist as required and covers the front desk as needed. Requirements:
Education and/or 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 oral and written Customer service driven Proficient in Microsoft Word, Excel, Outlook and PowerPoint Strong organizational and time management skills Ability to multi-task Minimum Education: High School Diploma or equivalent required.
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 overtime as required.
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.