Part-Time Administrative Assistant (CA)

About the role

This position provides administrative support to the General Manager, managing the day-to-day office operations for a full-service property management firm with a diverse portfolio of over 150,000 residential and commercial properties. Seabreeze Management Company has been a trusted advisor and collaborative partner to commercial common-interest developments and homeowners’ associations for over 35 years, serving communities across California, Nevada, Arizona, Idaho, and Washington.

Responsibilities

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner.
• Courteously answers and screens office telephone calls, taking detailed messages, arranging conference calls and meetings, and prioritizing emergency requests by immediately informing the General Manager.
• Reads and routes incoming mail, locating and attaching appropriate files for the General Manager.
• Handles homeowner/tenant requests received via telephone, in person, in writing, email, or the internet in accordance with regulations established by the Board of Directors.
• Organizes and maintains association records, documents, and homeowner/tenant correspondence under the direction of the General Manager; composes correspondence and communication as requested.
• Assists with all administrative functions, ensuring records are kept in good order and community forms/documents are current and updated.
• Makes copies of correspondence or other printed materials, prepares outgoing mail (including email, flyers, eblasts, and faxes).
• Organizes and maintains filing systems, filing correspondence and records in a timely manner.
• Creates new forms and maintains procedure manuals.
• Maintains applicable databases and updates websites with meeting dates, agendas, minutes, board rosters, and community events.
• Contributes to publishing newsletters and coordinating delivery of mailings, eblasts, or internet communications.
• Assists homeowners/tenants with clubhouse rentals, including accepting deposits, explaining rules/regulations, and updating calendars with event dates.
• Informs security of homeowners/tenants’ event dates and schedules security for the day of the event.
• Assists homeowners/tenants with amenity usage and scheduling.
• Provides new home buyers and real estate professionals with copies of required documents to complete purchases.
• Assists new homeowners/tenants with the registration process in accordance with Board-established regulations.
• Orders and organizes necessary office supplies for day-to-day operations.
• Registers all new members, processes new member forms, and creates access cards.
• Performs other duties as assigned.

Requirements

• High School Diploma or equivalent; two (2) or four (4) year college degree preferred.
• Minimum three (3) years of general administrative experience; previous property management industry experience highly desired.
• Excellent oral and written communication skills.
• Customer service-driven with strong interpersonal skills; able to work with all levels of management, residents, and vendors.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Publisher.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities and deadlines.
• Ability to read, understand, and implement established policies and procedures using critical thinking and analysis skills.

Schedule

Monday through Friday, 9:00 AM to 6:00 PM, with some Saturdays required.

Work Environment

The work environment is a typical office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.