Administrative Assistant Job at Seabreeze Management Company, Inc. in Cathedral

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Description

Overview

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

Summary Provides administrative support to the Director of Grounds Maintenance/Golf Course Superintendent. Serves as the primary point of contact for residents, staff, vendors, and the public, ensuring clear communication and efficient coordination of maintenance operations.

Responsibilities

• Communication
  • Answer and direct phone calls; take messages and follow up as needed.
  • Respond to resident inquiries and work orders with clear and helpful information.
  • Monitor department email inboxes and ensure messages are reported and answered on time.
  • Prepare and review emails, memos, letters, and reports.
  • Act as the main contact between the Director of Grounds Maintenance/Golf Course Superintendent, residents, staff, vendors, and the public.

• Scheduling And Organization
  • Schedule appointments and keep department calendars up to date. Coordinate vendor meetings and conference calls for the department manager.
  • Maintain both electronic and paper filing systems.
  • Help organize and track projects, including delivery of materials and inventory needs.
  • Prepare and submit required County reports and ensure license renewals are completed on time.

• Administrative Support
  • Order and track office supplies and equipment parts to maintain proper inventory.
  • Assist with researching proposals and pricing; prepare expense reports as needed.
  • Maintain records such as gas logs, maintenance reports, and equipment inventories.
  • Enter and update information in department databases.
  • Provide day-to-day administrative support to the Golf Course Maintenance team.
  • Perform other assigned duties related to Golf Course Maintenance operations, which may include occasional off-site errands.

Requirements

Knowledge, Skills and Experience

• High school diploma or equivalent required; some college coursework or administrative training preferred.
• 2+ years of administrative support experience, ideally in facilities, maintenance, or hospitality settings.
• Ability to understand and follow written and verbal instructions.
• Strong written and verbal communication skills, including English composition.
• Demonstrated ability to build and maintain positive relationships with staff, management, vendors, and residents.
• Experience handling confidential and sensitive information with discretion and professionalism.
• Skilled in supporting electronic communications and maintaining accurate records.
• Ability to manage shifting priorities and meet deadlines in a fast-paced environment.
• Reliable attendance with flexibility to work split shifts, evenings, weekends, and holidays as needed.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong organizational, time management, and problem-solving skills.
• Able to work independently, show initiative, and follow through on tasks to completion without constant supervision.
• Maintains a professional appearance and demeanor in line with company policy.
• Bilingual in English and Spanish preferred.

Education And Language

• High School Diploma or equivalent
• Experience in an administrative role is preferred; good written communication skills and ability to communicate effectively with employees at all levels of the organization, both verbally and in writing.

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 accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.

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