Property Management Admin & Board Support Manager

Seabreeze Management Company, Inc.; Pleasanton (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Seabreeze Management Company, Inc. in California is seeking an organized, proactive Administrative Assistant to support the property management team. The role emphasizes customer service, communication, and accurate record-keeping for homeowner associations and filings.

You will handle correspondence, meetings, and office operations with minimal supervision, contributing to smooth community operations. Ideal candidates have strong MS Office skills, reliable time management, and a collaborative

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

Responsibilities

• Greets visitors and directs them to the appropriate area.
• 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 informing the Account Executive.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Account Executive.
• Supports the Account Executive with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
• 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.
• Maintains filing system and files correspondence and other records.
• Creates new forms and maintains procedure manuals.
• Composes violation letters to residents and reports findings to the Account Executive for resolution of problems in accordance with regulations established by the Board of Directors.
• Coordinates and arranges meetings, prepares agendas, and books facilities and coordinates refreshments, records and transcribes meeting minutes as directed by the Account Executive.
• Maintains databases. Updates websites with meeting dates, agendas, minutes, board rosters, and community events.
• Assists in coordinating with Account Executive and the Maintenance Supervisor, outside contractors and homeowners all Board of Director approved repairs to condominiums and surrounding common area property.
• Attends regularly scheduled board meetings and assists with minutes and annual members meeting handling notices, proxies and agendas.
• Assists with meeting packets; prepares and mails to Board Members 7 days prior to scheduled meetings.
• Contributes to newsletters and mailings.
• Assists homeowners with clubhouse rental and calendar updates.
• Assist new home buyers and real estate professionals with copies of required documents.
• Other duties as assigned.

Skills

Communication skills

Customer service

Organizational skills

Time management

Multitasking

Education

High School Diploma or equivalent

College degree preferable

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Job description

Seabreeze Management Company, Inc. in California is seeking an organized, proactive Administrative Assistant to support the property management team. The role emphasizes customer service, communication, and accurate record-keeping for homeowner associations and filings.

You will handle correspondence, meetings, and office operations with minimal supervision, contributing to smooth community operations. Ideal candidates have strong MS Office skills, reliable time management, and a collaborative