HOA Administrative Assistant (CA)

Description

Introduction: Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 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 30 years. With offices throughout California and Nevada, Seabreeze 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

Supports the General Manager and Assistant General Manager with significant contact from residents, staff, vendors, and the public. Provides the homeowner with an experience that will always be remembered and with the highest level of responsiveness.

Essential Duties And 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.).
• Aid with special projects for association needs, including research and custom administrative work.
• Aid 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.
• Perform other functions of HOA business as assigned; may include off-site errands.

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.