HOA Associate Manager- San Diego (CA)

Seabreeze Management Company, Inc.; San Diego (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Seabreeze Management Company, Inc. in California is seeking a high-energy Administrative Assistant to support the property management team. You will greet visitors, screen calls, handle correspondence, and maintain records under the Community Manager's direction.

Ideal candidates have strong communication, organizational, and time-management skills, plus proficiency in MS Office. Regular hours with occasional after-hours availability are required; prior HOA or property management experience is

Qualifications

• 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 verbal and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint

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 informing the Community Manager or Maintenance Supervisor.
• Reads and routes incoming mail; locates and attaches appropriate file for the Community Manager.
• Supports the Community Manager with handling homeowner requests via telephone, in person, in writing, or via the internet.
• Organizes and maintains association records, documents, and homeowner correspondence; composes correspondence under the Community Manager.
• Maintains filing system and files; creates new forms and maintains procedure manuals.
• Composes violation letters to residents and handles related calls; reports findings to the Community Manager.
• Maintains databases; updates websites with meeting dates, agendas, minutes, rosters, and events.
• Assists with coordinating repairs with outside contractors and homeowners; uploads documents to My Seabreeze.
• Assists homeowners with clubhouse rental; manages deposits and calendar updates.
• Assists new home buyers and real estate professionals with required documents.
• Performs other duties as business needs dictate.

Skills

Excellent communication

Customer service oriented

Strong organizational skills

Time management

Multi-tasking

Self-starter / proactive

Education

High School Diploma or equivalent

College degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 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 30 years. With offices throughout California and Nevada, Seabreeze 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.

Summary

The candidate must be a high energy self-starter who is well organized, articulate, pro-active and customer centric. This position will support all administrative functions of the property management team under minimal supervision. The ideal candidate is an independent thinker with excellent decision-making and time management skills. Qualified candidates will have a working knowledge of management practices, accounting procedures and Association CC&Rs and Bylaws.

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. 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.
• Perform all other duties as business needs dictate.

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
• Excellent communication skills, both verbal and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Strong organizational and time management skills
• Ability to multi-task

Availability

Regular business hours and after regular business hours, as necessary.

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].