Administrative Assistant (CA)

About the Company

Seabreeze Management Company is a full-service property management firm with a diverse portfolio of over 150,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has provided 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 serves as a trusted advisor and collaborative partner to build thriving associations through superior service and integrity.

About the Role

This position provides a wide variety of administrative and staff support services, performing office work directly related to property management and general business operations of the association. The role may assist with employee payroll, budget preparation, control of records and reports regarding operation, and emergency service duties.

Responsibilities

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner.
• Ensures the telephone is answered properly and messages are handled courteously, accurately, and in a timely manner; takes detailed messages, arranges conference calls and/or meetings, and prioritizes emergency repair request calls.
• Supports the General and Assistant General Manager with handling all homeowner requests received by telephone, in person, in writing, or via the internet.
• Provides administrative and clerical support to the General Manager, including reports, letters/correspondence, and forms.
• Maintains calendars, contact lists, and schedules; prepares and emails a monthly meeting calendar with dates and times of management and miscellaneous meetings.
• Organizes and maintains filing systems, association records, documents, and homeowner correspondence related to association business procedures.
• Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence (including email and faxes), and maintains applicable databases.
• Updates websites with meeting dates, agendas, minutes, board rosters, and community events; provides updates to appropriate personnel and board members.
• Composes violation letters to residents, handles related phone calls, and reports findings to the Assistant General Manager for resolution in accordance with Board of Directors regulations.
• Contributes to the publishing of newsletters and coordinates delivery of mailings.
• May attend board meetings, assist in administrative tasks, and record meeting minutes; assists with annual members meetings, including handling notices, proxies, and agendas.
• Maintains phone lists for extensions, direct dial list, elevator phones, vendor emergency list, and employee contact list.
• Updates standard operating procedures book as needed.
• Performs other duties as assigned.

Requirements

• 3–5 years of administrative experience.
• Excellent verbal and written business communication skills.
• Ability to utilize discretion in managing highly confidential or sensitive information.
• Strong interpersonal skills; able to work with all levels of management and clients.
• Proven ability to manage multiple tasks with competing priorities and deadlines.
• Ability to read, understand, and implement established policies and procedures.
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint).

Qualifications

• High school diploma or equivalent.
• Strong written and verbal communication skills to effectively interact with employees and clients at all levels of the organization.

Schedule

Regular business hours with overtime as needed. Scheduled shift: Tuesday–Saturday, 8:00 AM to 5:00 PM.

Pay

$21.00–$23.00 per hour.