Associate Manager (WA)

Seabreeze Management Company; Bellevue, Northern (WA, KY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) with company match

Paid holidays and vacation

FSA

Job summary

Best is seeking an Administrative Assistant to support a property management team. You will greet visitors, manage calls, schedule meetings, and handle homeowner inquiries while maintaining records and drafting communications.

Strong organization and MS Office skills are essential. Experience with CINC, AppFolio, or similar platforms is preferred, and the role requires staying responsive to the Community Manager and executive team.

Qualifications

• High School Diploma or equivalent; two- or four-year college degree preferred.
• Minimum three years general administrative experience; industry experience preferred.
• Familiarity with CINC, Strongroom, AppFolio or other property management platforms.
• Excellent communication skills, both oral and written.
• Customer service oriented and detail focused.
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint.
• Strong organizational and time management skills.
• Able to receive direction from multiple people and prioritize deadlines.
• Familiar with property management software like AppFolio and CINC.

Responsibilities

• Greet visitors and direct them to appropriate areas professionally.
• Answer calls, screen inquiries, and route messages.
• Schedule meetings and organize conference calls as needed.
• Assist Community Manager with homeowner requests via phone, in person, or online.
• Maintain association records and correspondence; update documents.
• Create forms/templates in CINC and update manuals.
• Prepare violation letters and report findings to the Community Manager.
• Support board meetings and record minutes.
• Assist with meeting materials delivery to Board Members.
• Help home buyers and real estate pros with required documents.

Skills

Communication skills

Customer service

Microsoft Office

Organization skills

Multi-tasking

Handling confidential information

Education

High School Diploma or equivalent

College degree preferred

Tools

CINC

AppFolio

Strongroom

PowerPoint

Excel

Outlook

Job description

Description

At Best, 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

If you like to work in a fast moving work environment where the team counts on you, this is the role for you.

This position supports all administrative functions of the property management team and ensures that homeowner association setup/information in CINC is well maintained. You create the first impression when homeowners and vendors come to the office for assistance and meetings. To hit the ground running in this position, it helps to have some knowledge of the industry but we can teach that part. This job is for you if you like supporting a team, can anticipate what's needed before being asked, well organized, can flow through multiple tasks and changing priorities based on client and the Community Manager's need.

Essential Duties and Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings. Prioritizes emergency repair request calls by immediately informing the Community Manager.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Community Manager
• Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
• Under the direction of the Community Manager organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, composes correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
• Creates new forms/templates in CINC and maintains procedure manuals.
• Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• At the request of the Community Manager, may attends board meetings, and assists in administrative tasks and recording of meeting minutes. Additionally, assists with annual members meeting handling notices, proxies and agendas.
• May help the Community Manager with the coordination of meeting packets; prepares and mails (or delivers) to Board Members 7 days prior to scheduled meetings.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase.
• Perform other duties as assigned.

Requirements

Knowledge, Skills and Experience

• High School Diploma or equivalent; two (2) year or four (4) year college degree preferable
• Minimum three (3) years general administrative experience; previous industry experience highly desired
• Familiarity with CINC, Strongroom, AppFolio or other property management platforms highly desired
• Excellent communication skills, both oral and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Strong organizational and time management skills
• Ability to receive direction from multiple people and prioritize work to meet all deadlines
• Familiar with property management software platforms like App Folio, CINC

Benefits

Our company benefits are just one facet of our colleague care model. We offer medical, dental, vision, voluntary supplemental disability, basic Life, voluntary life and AD&D insurance plans. We offer paid holidays, sick, and vacation. In addition to Flexible Spending Account (FSA) and Dependent Care Spending Accounts (DCSA), Roth IRA, 401(K) and 401(K) match, cell phone service reimbursement. We also provide benefits like mental and emotional wellbeing through our EAP and discount hub. The Company reserves the right to modify or change these benefits programs at any time, with or without notice.

Availability

Regular business hours (Monday-Friday) 8:30 am- 5:00 pm

Physical Requirements and Work Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to sit for extended periods of time

Must have dexterity or device for typing/using a keyboard

Must be able to sit for long periods of time at a desk or in a meeting

Must be mobile enough to move around office

Must be able to hear or use a device in order to receive telephone calls and respond to voice mail messages

Must be able to lift up to 25lbs

Work Environment

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

Best is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Renee Lott at [phone].