HOA 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: The Administrative Assistant is responsible for front desk operations, association administrative support, board meeting coordination, compliance processing, and resident services for the Sommers Bend AA Planning Area and Sommers Bend Master Maintenance Association. This role serves as a key operational support partner to the General Manager and Board of Directors by managing communications, documentation workflows, homeowner correspondence, reservation administration, vendor contracts, and financial processing support. The position requires strong organizational skills, discretion with confidential information, the ability to manage multiple deadlines, and excellent written and verbal communication skills. 

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. 

• Greet guests with utmost courtesy and urgency, moving out from behind the front desk to open doors and assist owners when needed. Provide the customer with an experience that will always be remembered and with the highest level of responsiveness. 

• Providing information to residents on governing documents (CC&Rs, Bylaws and Design Guidelines) when needed. 

• Organizes and maintains both physical and digital filing systems. Reads and routes incoming mail/packages. Aids the management team with preparing mailings when needed. 

• Primary point of contact for all new owner registration intake. Responsible for ensuring completeness of all required forms, checking identification to verify ownership and providing a general orientation overview and explanation of Master & sub-Associations, cost centers, subsidies, assessments, etc. 

• Assists homeowners with clubhouse rental. Accepts deposits and required forms and maintains online calendar with all clubhouse use dates, meetings, and special events. Communicate with other staff members to ensure proper scheduling of rooms, events and equipment availability. Responsible for processing all deposit refund checks to owner. • Posts event flyers, meeting notifications/agendas and other correspondence on community bulletin board. 

• Managing the regular inventory of office and other facility supplies, placing orders as needed with approval from Management. • Preparing rooms for in person/zoom meetings 

• Assist the Management team with the execution of all community events, such as assisting with decorations/set up and working some events as a helper, and/or serving food. Some events may take place in the evenings and on weekends, typically 2-3 times per month. 

• Courteously answers multiple phone lines, screen and refer callers. Provide detail responses for information requests regarding associations’ programs, activities, and procedures.

• Takes detailed messages, arranges conference calls and/or meetings. Prioritizes emergency repair request calls by immediately informing the General Manger. 

• Prepare professional correspondence for internal and external distribution. 

• Assist the management team with setting up and monitoring event attendance using EventBrite or other reservation methods. 

• Assists with the intake of Design Review Requests to ensure completeness of submittal and responsible for routing incoming payments to the bank for deposits. 

• Organizes and maintains association records, documents, and homeowner correspondence. When requested, composes correspondence and communication for same. 

• Responsible for the issuance of all outgoing violation enforcement correspondence. 

• Subject matter expert on Brivo (key card software). Keeps the data base up to date at all times by adding new users and removing old users when residents leave the community. 

• Assists with all administrative functions and keeps all paper and electronic records in good order 

Requirements

Knowledge, Skills and Experience:

• Minimum of two (2) years of prior HOA customer service and/or Lifestyle experience

• Proficient knowledge of Microsoft Office, including Word, Excel and Outlook.

• Ability to provide direction on how/when to set up events and various other functions.

• Ability to handle competing priorities and deadlines and complete a high volume of tasks within specified time frames.

• Ability to work with minimum supervision and self-motivated to seek additional responsibilities

• Ability to read, understand and implements association’s rules and regulations.

• Ability to work with confidential material.

• Ability to handle aggravated clients in a calm and professional manner

• Ability to research problems, make recommendations and implement solutions.

• Ability to keep work area clean and present a professional manner in dress and  demeanor.

• Ability to use best judgment when making decisions that impact the vision and appearance of the management team

Minimum Education:

• High School diploma or equivalent.

Language Skills:

The position requires proficiency with US English. 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 orally and in writing.

Availability:

Regular business hours. Monday-Friday, 8 a.m. – 5 p.m. Occasional evenings and weekends.

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 an accommodation such as an ASL interpreter, please contact Renee Lott at (949) 599-2139.