HOA Administrative Manager

Seabreeze Management Company Inc; San Clemente (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Seabreeze Management Company in Aliso Viejo, California, is seeking an energetic Administrative Assistant to support the property management team. You will handle front desk duties, organize records, manage correspondence, and assist with homeowner requests.

The role requires strong communication, time management, and proficiency in Microsoft Office. The ideal candidate has 3+ years in admin work, attention to detail, and the ability to work independently under minimal supervision.

Qualifications

• Minimum three years general administrative experience.
• Excellent verbal and written communication skills.
• Customer service driven and professional demeanor.
• Proficient in Microsoft Office suite.

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. Prioritizes emergency repair request calls by immediately informing the Community Manager, Assistant Manager or Maintenance Supervisor.
• 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.
• Organizes and maintains filing system and files correspondence and other records.
• Creates new forms 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.
• Maintains applicable databases. Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events. Provide updates to appropriate personnel/ board members who utilize this information.
• Assists in coordinating with Community Manager and the Maintenance Supervisor, outside contractors and homeowners all Board of Director approved repairs to condominiums and surrounding common area property.
• Assists with uploading of documents to My Seabreeze.
• Assists homeowners with clubhouse rental. Accepts deposits and required forms and explains rules and regulations and key use. Updates calendar with clubhouse use dates, committee meetings, and special events.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase at the request of the Community Manager.

Skills

Customer service

Communication skills

Multitasking

Time management

Education

High School Diploma or equivalent

Associate's or higher preferred

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Seabreeze Management Company in Aliso Viejo, California, is seeking an energetic Administrative Assistant to support the property management team. You will handle front desk duties, organize records, manage correspondence, and assist with homeowner requests.

The role requires strong communication, time management, and proficiency in Microsoft Office. The ideal candidate has 3+ years in admin work, attention to detail, and the ability to work independently under minimal supervision.