HOA Member Services Administrator (CA)

Seabreeze Management Company, Inc.; Corona (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Seabreeze Management Company in California is seeking an administrative assistant to support the General Manager and Operations Manager with substantial resident and staff contact. You will handle forms, registrations, website duties, and assist with community events.

The role requires strong English communication, proficiency in MS Word/Excel/Outlook, and the ability to manage multiple tasks in a fast-paced HOA environment. This is a full-time on-site position with standard business hours.

Qualifications

• Strong written and verbal English communication skills.
• Proven ability to maintain confidentiality and professional diplomacy.
• Proficient with Microsoft Word, Excel, and Outlook.
• Good organizational, time-management, and problem-solving abilities.
• Ability to handle shifting priorities and deadlines and work a flexible schedule.

Responsibilities

• Assist residents in completing Association forms.
• Provide residents with new homeowner registration packets, IDs, and transponders.
• Manage Recreation Center information, reservation calendars, and process paperwork/fees for rentals.
• Enter resident information into the C3 database and file in master records.
• Answer phones and direct calls to appropriate personnel.
• Administer the Community Website and assist residents with site use and registrations.
• Assist General Manager/Facilities Manager with community events and vendor coordination.
• Perform other HOA-related tasks and off-site errands as needed.

Skills

Strong English

Customer relations

Organization

Adaptability

Self-motivation

Flexible scheduling

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Description

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

Supports the General Manager and Operations Manager with significant contact from residents, staff, vendors, and the public.

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.

• Assist residents in completing Associations forms.
• Provides residents with new homeowner registration packets, ID cards, and transponders.
• Provides general information pertaining to the Recreation Center and its use. Maintains reservation calendars and ensures that all paperwork and fees are received and processed prior to and following facility rentals.
• Responsible for entering resident information into C3 database and filing resident information in the Association master files.
• Answers phones, assists callers. Directs calls to the appropriate personnel as appropriate.
• Makes photocopies, as needed.
• Acts as an administrator for the Community Website and assists residents with use of the website. Processes registration requests for the website.
• Assist General Manager and/or Facilities Manager with community events, including, but not limited to: Communicating and coordinating with the Social Committee and contracted vendors, preparation for the event and closing the event. Communication and coordination with Seabreeze Lifestyle Director is encouraged (as applicable).
• Performs other functions of HOA business as assigned; may include off-site errands.

Requirements

Education and/or Experience

• Understand and follow written and/or verbal directions.
• Understand and enforce community rules and regulations.
• Maintain adequate and accurate production of repetitive work.
• Strong English composition, written and oral communication skills.
• Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, and homeowners.
• Work with confidential/sensitive information and use diplomacy in communicating such information.
• Ability to provide administrative support for the community website and electronic-based communications.
• Effectively and efficiently handle shifting priorities and deadlines.
• Meet scheduling and attendance requirements per policy and the position. Includes the ability to work a flexible schedule that may include split shifts, evenings, weekends, and holidays.
• Self-motivated to seek additional work.
• Proficient in Microsoft Word, Excel, and Outlook.
• Professional image or business image per policy, and personal etiquette.
• Organizational, time management, and problem-solving skills.
• Perform all functions listed above to an acceptable level without constant direction and/or supervision.
• Follows through on assigned tasks to successful completion in a timely manner/ by the assigned deadline.

Minimum Education

High School Diploma or equivalent

Experience in the property management and/or hospitality industries is preferred.

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.

Availability

Tuesday through Saturday - 9:30 a.m. to 6:00 p.m.

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].