HOA Administrative Assistant

About the role

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.

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.

Responsibilities

• 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