HOA Administrative Assistant (CA)

Description

Introduction:

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.

Summary

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. As an engaging, self-starter, the Operations Administrator embodies our motto through proactive leadership. With an emphasis on service, an Operations Administrator is organized and articulate and consistently puts the customer first.

The Operations Administrator provides broad support to the operational and project management functions of the HOA. This role involves working closely with the Operations Manager and Project Manager to develop ongoing communications, support the Compliance department, and support the development and implementation of strategic plans aimed at maintaining the community and its standards.

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.

Project Administration

• Coordinate with department heads, vendors, and homeowners to facilitate the execution of capital projects, community improvements, and infrastructure repairs.
• Assist in the development and management of project budgets, timelines, and status reporting.
• Maintain comprehensive and accurate project documentation and records.
• Serve as a point of contact for homeowners regarding project schedules, potential disruptions, and progress updates to ensure clear communication and manage expectations.
• Participate in property inspections to identify repair, maintenance, or improvement needs; collaborate with project managers, department heads, and compliance staff to support project coordination.
  
  

Property Inspections

• Conduct regular inspections of properties and common areas to ensure adherence to HOA guidelines and standards.
• Develop and implement inspection schedules and procedures to achieve thorough property coverage.
  
  

Compliance Monitoring and Violation Support

• Document and track compliance issues through detailed reports and photographic evidence.
• Assist the Compliance Department with the preparation and issuance of violation notices, clearly communicating corrective actions required.
• Follow up with residents to verify timely resolution of violations.
• Maintain organized and up-to-date records of compliance activities, including inspection logs.
  
  

Communications

• Prepare and disseminate community communications for the HOA website and newsletters regarding scheduled projects, events, and meetings.
• Develop educational materials to promote awareness and compliance with Association rules and policies.
  
  

Other Duties

• Perform additional duties as assigned to support HOA operations, including occasional off-site errands.
  
  

Requirements

Knowledge, Skill and Experience:

• Working knowledge of HOA operations, community management, and property maintenance practices.
• Familiarity with capital project management, including budgeting, scheduling, and recordkeeping.
• Understanding of HOA rules, regulations, and compliance enforcement, with the ability to apply rules fairly and professionally.
• Ability to follow written and verbal instructions accurately and complete routine tasks with attention to detail.
• Strong organizational skills and ability to manage multiple priorities and deadlines in a dynamic environment.
• Effective verbal and written communication skills to interact respectfully with residents, staff, vendors, and management.
• Ability to build and maintain positive working relationships with homeowners, team members, and leadership.
• Discretion in handling sensitive and confidential information.
• Experience providing administrative support, including managing community website content and assisting with digital communications.
• Demonstrates initiative and the ability to work independently with minimal supervision.
• Flexibility to accommodate changing priorities and scheduling needs, including occasional evenings, weekends, holidays, or split shifts as required.
• Proficiency in Microsoft Word, Excel, and Outlook; familiarity with project management or property management software is a plus.
• Previous experience in HOA or property management environment preferred but not required.
• Maintains a professional appearance and adheres to business conduct standards in accordance with company policy.
• Possesses strong organizational, time management, and problem-solving skills.
• Performs all assigned tasks independently and efficiently, without the need for constant supervision.
• Follows through on assignments to ensure timely and successful completion.
  
  

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

Regular business hours

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 Vy Nguyen at (949) 334-8166.