HOA Administrative Assistant (CA)

Desertbreeze Management; Moreno Valley (CA); On-site; USD 28,000 - 29,000; Full time

Job summary

Seabreeze Management Company is seeking an experienced Administrative Assistant to support the General Manager and manage day-to-day office operations in a professional, customer-focused environment.

Responsibilities include greeting visitors, handling calls and messages, coordinating meetings, maintaining records, updating databases and schedules, and assisting with clubhouse rentals and member registrations. Proficiency in MS Office is required.

Qualifications

• Minimum three (3) years general administrative experience; previous industry experience 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.

Responsibilities

• Greets scheduled and walk-in visitors and directs to appropriate area or person in a professional manner.
• Screens the office telephone and directs calls; takes detailed messages.
• Schedules meetings and conference calls; prioritizes emergency requests for the General Manager.
• Maintains association records and correspondence; assists with administrative functions.
• Updates databases and websites with meeting dates, agendas, minutes, rosters, and events.
• Assists with clubhouse rentals, deposits, forms, and security coordination.
• Orders office supplies and registers new members with access cards.

Skills

Communication skills

Customer service

Organizational skills

Time management

Interpersonal skills

Multitasking

Education

High school diploma or equivalent

College degree preferred

Tools

MS Word

MS Excel

MS Outlook

PowerPoint

Publisher

Job description

Seabreeze Management Company is a full-service property management firm with a diverse management 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.

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.

Job Type: Full-time

Summary

This position provides administrative support to the General Manager managing the day-to-day office operations and responsible for the following duties.

Essential Duties And Responsibilities

• Greets scheduled and walk-in visitors and directs to 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 request calls by immediately informing the General Manager.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the General Manager.
• Supports with the handling of homeowner/tenant requests received by telephone, in person, in writing, in email, or via the internet, accordance with regulations established by the Board of Directors.
• Under the direction of the General Manager, organizes and maintains association records, documents, and homeowner/tenant 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, flyer, eblasts and faxes.
• Organizes and maintains filing system and files correspondence and other records in a timely manner.
• Creates new forms and maintains procedure manuals.
• Maintains applicable databases. Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
• Contributes to the publishing of newsletters and coordinating delivery of mailings, eblasts or via internet.
• Assist homeowners/tenants with clubhouse rentals. Accepts deposits and required forms and explains rules and regulations and key use. Updates calendar with clubhouse use dates, board meetings, committee meetings, and special events. Informs security of homeowners/tenants’ event dates and schedules security to be on site for day of event.
• Assist homeowners/tenants with amenity usage and scheduling.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase.
• Assist new homeowners/tenants with registration process in accordance with regulations established by the Board of Directors.
• Order and organize all necessary office supplies for day to day operations.
• Register all new members, new member forms and create access cards.
• Other duties as assigned.

Requirements

• 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
• 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 multi-task

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.

Specific Skills/Knowledge

• Strong interpersonal skills; able to work with all levels of management, residents, vendors, etc.
• Proven ability to manage multiple tasks with competing priorities and deadlines
• Ability to read, understand, and implement established policies and procedures utilizing strong critical thinking and analysis skills
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Publisher)

Availability

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

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.

Seabreeze 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].

Salary Description

$20.00-$21.00/hr