HOA Administrative Assistant (CA)

Essential Duties And Responsibilities

• Greets scheduled and walk-in visitors and directs to appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings.
• Prioritizes emergency request calls by immediately informing the General Manager.
• Reads and routes incoming mail.
• Limits to locate and attach appropriate file to be answered by the General Manager.
• Supports with the handling of homeowner/tenant requests received by telephone, in person, in writing, in email, or via the internet, according to regulations established by the Board of Directors.
• Organizes and maintains association records, documents, and homeowner/tenant correspondence with relation to association business procedures. When requested, composes correspondence and communication for same.
• Aids with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated.
• Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email, flyer, eblasts and faxes.
• Organizes and maintains filing system and files correspondence and other records in a timely manner.
• Creates new forms and maintains procedure manuals.
• Maintains applicable databases.
• Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
• Contributes to the publishing of newsletters and coordinates delivery of mailings, eblasts or via internet.
• Aid homeowners/tenants with clubhouse rentals.
• Accepts deposits and required forms and explains rules and regulations and key use.
• Updates calendar with clubhouse use dates, board meetings, committee meetings, and special events.
• Informs security of homeowners/tenants' event dates and schedules security to be on site for day of event.
• Aid homeowners/tenants with amenity usage and scheduling.
• Aid new home buyers and real estate professionals with copies of required documents to complete purchase.
• Aid new homeowners/tenants with registration process in accordance with regulations established by the Board of Directors.
• Order and organize all necessary office supplies for day to day operations.
• Register all new members, new member forms and create access cards.
• Other duties as assigned.

Requirements

• Educational 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.
• Language Skills: The candidate must have good written communication skills, and the ability to communicate effectively with employees at all levels of the organization, both verbally and in writing.
• Specific Skills/Knowledge: Strong interpersonal skills; able to work with all levels of management, residents, vendors, etc. Proven ability to manage multiple tasks with competing priorities and deadlines. Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Publisher).
• Availability: M-F 9:00 AM - 6:00 PM

Work Environment

The work environment is a typical office building.

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 the People Strategy & Operations Team at pso2@seabreezemgmt.com.

Salary Description

$21.00-$22.00/hr