HOA Administrative Assistant (CA)

About the role

Seabreeze Management Company seeks a dedicated and proactive Support Coordinator to join our team. This role provides the homeowner with an experience that will always be remembered and with the highest level of responsiveness.

Responsibilities

• Maintain consistent presence at workstation.
• Use professional telephone etiquette in handling resident requests.
• Create, direct, and follow up on work orders/service requests.
• Create lists of similar service requests so that bulk work can be coordinated and executed as necessary.
• Retrieve mail and place in appropriate mailboxes for staff.
• Identify high priority and/or sensitive mail (i.e. to Human Resources), and properly route any returned mail.
• Assist residents in completing Association forms and registering for Association Website(s).
• Assure prompt and positive action on all resident complaints, questions, concerns, suggestions, and service requests, and conduct quality assurance follow-up as necessary.
• Respond to phone inquiries using information/guidance from association manuals, CC&Rs, Rules & Regulations, and other administrative documents.
• Provide residents with new homeowner registration packets, create account(s) for guest access, provide transponders, etc. as necessary.
• Listen and work with residents who present service opportunities that other staff employees cannot resolve. Attempt to resolve them and/or elevate to the General Manager when matters are outside of scope.
• Serve as information liaison to General Manager. Follow up with residents to assure successful resolution.
• Provide general information pertaining to amenities and their use. Coordinate scheduling for amenity use if applicable.
• Enter resident information into Association databases and file resident information in the Association master files.
• Answer phones, assist callers. Direct calls to the appropriate personnel as necessary.
• Make photocopies, scan and file documents as needed.
• Prepare letters, memos, forms, and reports for homeowners, Board members, and vendors as needed.
• Act as an administrator for the Community Website(s) and assists residents with use of the website(s).
• Processes registration requests for the website(s).
• Create postings for the Community Website(s) for scheduled work, emergency outages, upcoming events/meetings, etc., as well as educational postings as needed.
• Prepare notices, newsletters, flyers, and other documents for internal and external needs as needed.
• Provide administrative assistance with resident files, ownership transfer reports, committee postings, vendor coordination, etc., and sending, receiving, and routing packages.
• Attend each copy/fax/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (i.e. pens, paper clips, staples, etc.).
• Afford assistance with special projects for association needs, including research and custom administrative work.
• Afford assistance with homeowner and tenant onboarding, providing information about the property and amenities, and assisting with any general inquiries during the welcoming process.
• Maintain calendar of committee meetings. Prepare the meeting room for each meeting and provide administrative assistance to the committees during the schedule meetings, including hosting hybrid meetings on Zoom/Teams/etc.
• Maintain liaison with the residents, guests, and General Manager.
• Performs other functions of HOA business as assigned.

Requirements

• Understand and follow written and/or verbal directions.
• Understand and enforce community rules and regulations.
• Maintain adequate and accurate production of repetitive work.
• Strong English composition, written and oral communication skills.
• Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, and homeowners.
• Ability to provide administrative support for the community website and electronic-based communications.
• Effectively and efficiently handle shifting priorities and deadlines.
• Meet scheduling and attendance requirements per policy and the position. Includes the ability to work a flexible schedule that may include split shifts, evenings, weekends, and holidays.
• Self-motivated to seek additional work.
• Proficient in Microsoft Word, Excel, and Outlook.
• Proficient with video conferencing platforms such as Zoom, Microsoft Teams, and Google Meet.
• Professional image or business image per policy, and personal etiquette.
• Organizational, time management, and problem-solving skills.
• Perform all functions listed above to an acceptable level without constant direction and/or supervision.
• Follows through on assigned tasks to successful completion in a timely manner/ by the assigned deadline.

Education and/or Experience

• High School Diploma or equivalent.
• Experience in the property management and/or hospitality industries is preferred.

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.

Availability

• Regular business hours.

Work Environment

• The work environment is a typical office building.

Salary

$20.00-$22.00/hr