HOA Assistant General Manager (CA)

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 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.

About the role

The Assistant General Manager (AGM) is a hands-on community management and administrative professional who supports the General Manager in the day-to-day operation of Westchester Bay Homeowners Association, Seagate Lagoons Association, and Wharfage Association. This role independently coordinates assigned homeowner matters, compliance and architectural processes, work orders, vendors, inspections, meetings, records, communications, and operational projects. The position is designed for a capable working manager who can take ownership of routine matters and move assignments through completion. Legal strategy, personnel decisions, budget authority, policy decisions, major contracts, significant expenditures, and major capital projects remain under the General Manager's direction and approval.

Responsibilities

• Take ownership of assigned matters from initial request through documented completion.
• Maintain accurate records, calendars, action-item logs, and follow-up dates.
• Communicate professionally, clearly, and promptly with homeowners, Board and Committee members, vendors, and staff.
• Identify urgent, sensitive, high-risk, or high-cost matters and promptly escalate them to the General Manager.
• Balance independent routine decision-making with appropriate consultation and approval.
• Demonstrate sound judgment, confidentiality, organization, attention to detail, and dependable follow-through.

General Manager, Board, and Meeting Support

• Provide confidential administrative, operational, and project support to the General Manager.
• Draft professional correspondence, notices, reports, project summaries, motions, resolutions, meeting minutes, newsletters, and e-blasts for review.
• Collect, organize, and compile Board and Committee meeting packets; coordinate meeting logistics and supporting materials.
• Maintain Board and Committee action-item logs and follow up on assigned directives and deadlines.
• Attend Board, Committee, homeowner, vendor, and project meetings as assigned and provide factual status reports.
• Perform research using governing documents, Association records, contracts, reports, prior decisions, and applicable procedures.

Homeowner and Resident Services

• Serve as a knowledgeable day-to-day contact for homeowners and residents regarding routine Association matters.
• Respond to inquiries, complaints, service requests, and maintenance concerns professionally and within established response standards.
• Track requests, coordinate needed follow-up, and confirm completion or next steps.
• Resolve routine matters within established policies and delegated authority; escalate disputes, exceptions, threats, legal issues, or sensitive matters.

Compliance, Architectural, and Wharfage Administration

• Conduct routine property inspections and document maintenance deficiencies, safety concerns, violations, and project conditions.
• Prepare courtesy notices, violation correspondence, hearing materials, compliance logs, and follow-up documentation.
• Review architectural applications for completeness, obtain missing documentation, prepare review packets and decision correspondence, and maintain permanent records.
• Conduct or coordinate follow-up inspections for approved architectural work and compliance corrections.
• Assist with dock, wharfage, lagoon, vessel, registration, and insurance compliance tracking and related owner correspondence.
• Apply established governing documents and procedures consistently; refer unclear interpretations or exceptions to the General Manager.

Vendor, Maintenance, and Project Coordination

• Create and track work orders; schedule vendors, inspections, repairs, access, and project meetings.
• Meet vendors on-site, monitor routine work, document progress, and verify completion before closing assigned items.
• Obtain bids and estimates as directed and organize proposals for management or Board review.
• Review proposals, licenses, insurance certificates, schedules, invoices, and supporting documents for basic completeness and consistency with approved scope.
• Maintain project files, schedules, photographs, open-item lists, warranties, and vendor follow-up documentation.
• Promptly report delays, scope changes, safety concerns, potential change orders, contractor performance issues, or costs outside approved limits.
• Coordinate response to routine operational issues and property-threatening emergencies, immediately notifying the General Manager of significant conditions.

Office and Records Administration

• Help coordinate daily office workflow, calendars, incoming requests, deadlines, correspondence, and assigned priorities.
• Maintain accurate homeowner, resident, tenant, vendor, architectural, compliance, insurance, contract, and project records.
• Update Association databases and electronic filing systems and ensure documents are filed consistently.
• Prepare mailings, community notices, forms, spreadsheets, tracking reports, and routine administrative documents.
• Protect confidential homeowner, legal, personnel, executive-session, financial, and Association information.
• Provide task guidance or workflow coordination to administrative staff when specifically assigned by the General Manager; the position does not independently hire, discipline, evaluate, or terminate staff.

Financial and Operational Support

• Review assigned invoices for accuracy, supporting documentation, contract consistency, and appropriate coding before routing for approval.
• Maintain approved project and contract tracking logs and report potential budget or scope variances to the General Manager.
• Assist with gathering information for budgets, reserve projects, financial reports, and Board decision-making.
• The position has no independent authority to approve unbudgeted expenditures, execute contracts, commit Association funds, or alter approved scope unless expressly delegated in writing.

Authority and Escalation

The Assistant General Manager may independently handle routine matters governed by established policies, procedures, approved contracts, or specific direction from the General Manager. The following matters must be promptly referred to and coordinated with the General Manager:

• Legal claims, threatened litigation, attorney communications, subpoenas, fair housing concerns, or requests for legal interpretation.
• Personnel matters, workplace complaints, discipline, performance management, hiring, or termination.
• New contracts, material contract changes, unbudgeted expenses, significant change orders, or commitments of Association funds.
• Policy exceptions, governing-document interpretation disputes, significant homeowner conflicts, or matters likely to affect the Association's reputation.
• Major capital projects, emergency conditions with significant cost or safety exposure, media inquiries, or communications to government agencies.

The employee may serve as the on-site management contact during the General Manager's absence when designated but does not assume the General Manager's full authority unless expressly authorized.

Requirements

• Two (2) years of relevant experience in HOA/community association management, property management, facilities coordination, project administration, executive support, or a related field.
• Prior HOA experience involving homeowner service, work orders, compliance, architectural applications, vendors, or Board support is strongly preferred.
• Associate degree in business, public administration, property management, communications, or a related field preferred; equivalent relevant experience will be considered.
• CMCA®, CCAM®, or AMS® designation preferred, but not required at hire. Ability to obtain an approved entry-level community association management credential within twelve (12) months may be required.
• Valid California Driver's License and proof of state-required automobile insurance.

Skills

• Strong organizational, administrative, project-coordination, and follow-up skills.
• Professional writing, proofreading, document-review, and verbal communication skills.
• Ability to manage multiple priorities, maintain deadlines, and work independently on routine assignments.
• Sound customer-service and conflict-resolution skills, including the ability to remain calm and professional.
• Ability to read, research, and consistently apply Association governing documents, policies, procedures, contracts, and prior decisions.
• Ability to inspect property conditions, document findings, organize facts, and prepare practical recommendations.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, Adobe Acrobat, HOA management software, and electronic document-management systems.
• Working knowledge of California community association operations and the Davis-Stirling Common Interest Development Act preferred.

Schedule

Regular business hours with flexibility to attend occasional evening Board or Committee meetings, inspections, special events, and urgent operational matters.

Work Environment

Work is performed in both office and field settings throughout the community, including common areas, docks, lagoons, parking areas, landscaped areas, and active project sites.

Physical Requirements

• Frequently sit, stand, walk, bend, reach, and use computers and office equipment for extended periods.
• Conduct community inspections involving stairs, uneven surfaces, docks, gangways, landscaped areas, and construction or maintenance locations.
• Lift and carry items weighing up to 25 pounds, with reasonable accommodation as required by law.