Resident Relations Specialist

About the role

This position provides administrative support to the General Manager and Community Manager, managing the day-to-day office operations for a full-service property management firm with a diverse portfolio of over 90,000 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 30 years, with offices throughout California and Nevada.

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 telephones, directs calls, takes detailed messages, and arranges conference calls or meetings.
• Prioritizes emergency request calls by immediately informing the General Manager, Community Manager, Assistant Manager, or Maintenance Supervisor.
• Reads and routes incoming mail; locates and attaches appropriate files for manager follow-up.
• Handles homeowner/tenant requests received via telephone, in person, in writing, email, or the internet in accordance with Board of Directors regulations.
• Organizes and maintains association records, documents, and homeowner/tenant correspondence under the direction of the General Manager or Community Manager.
• Composes correspondence and communication as requested; assists with administrative functions and ensures records are kept in good order.
• Makes copies, prepares outgoing mail and correspondence (including email, flyers, eblasts, and faxes), and maintains a timely filing system.
• Creates new forms and maintains procedure manuals.
• Assists with composing violation letters to residents and handles related phone calls; reports findings to management for resolution.
• Maintains and updates applicable databases, websites (including meeting dates, agendas, minutes, board rosters, and community events), and contributes to newsletter publishing.
• Coordinates delivery of mailings, eblasts, or internet communications.
• Assists homeowners/tenants with clubhouse rentals, including accepting deposits, explaining rules, updating calendars, and scheduling security for events.
• Assists homeowners/tenants with amenity usage and scheduling.
• Supports Assistant Manager with sub-association bill backs and provides new home buyers with required purchase documents.
• Assists new homeowners/tenants with the registration process in accordance with Board of Directors regulations.
• Orders and organizes office supplies for day-to-day operations.
• Performs other duties as assigned.

Requirements

• High School Diploma or equivalent; two (2) or four (4) year college degree preferred.
• Minimum two (2) years of general administrative experience; previous property management industry experience highly desired.

Skills

• Strong interpersonal skills; ability to work with all levels of management, residents, and vendors.
• Proven ability to manage multiple tasks with competing priorities and deadlines.
• Ability to read, understand, and implement established policies and procedures using strong critical thinking and analysis skills.
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Publisher).
• Excellent verbal and written communication skills.
• Customer service-driven with strong organizational and time management skills.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to multi-task effectively.

Pay

$21.00 per hour.