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

The Administrative Assistant provides administrative and customer service support to the community association, residents, and management team. This position plays a key role in supporting day-to-day operations, homeowner communications, document processing, and front desk responsibilities. The ideal candidate is detail-oriented, organized, and capable of handling a variety of tasks with professionalism and confidentiality.

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.

• Greet homeowners, guests, and vendors in a courteous and professional manner.
• Answer phones, route calls, and respond to general inquiries related to the community or association services.
• Support the General Manager and/or Community Manager with administrative tasks, including calendar management, meeting coordination, and document preparation.
• Prepare and distribute letters, notices, memos, newsletters, and event flyers.
• Maintain and update homeowner records and databases, including changes in ownership and contact information.
• Assist residents with forms, amenity reservations, website registration, and general association information.
• Process and track work orders and service requests; follow up with residents and vendors as needed.
• Support architectural review submissions and compliance documentation tracking.
• Organize and maintain digital and paper filing systems for resident records, vendor files, and association documents.
• Provide administrative support for Board and committee meetings, including agenda preparation, packet assembly, and minute taking as needed.
• Assist with homeowner onboarding and orientation, including distribution of welcome packets and community materials.
• Post relevant updates and announcements to the community website and assist residents with navigation or registration.
• Maintain inventory of office and amenity supplies; coordinate orders as needed.
• Assist with special projects, events, and seasonal communications.
• Perform other duties as assigned to support the community and management team.
  
  

Requirements

Education and/or Experience:

• Minimum of 2 years of administrative or customer service experience; HOA or property management background preferred.
• Strong knowledge of office procedures, document handling, and customer service best practices.
• Familiarity with HOA operations and governing documents (e.g., CC&Rs, Rules & Regulations) is a plus.
• Excellent verbal and written communication, organization, and time management skills.
• Proficient in Microsoft Office (Word, Excel, Outlook); ability to learn association software platforms.
• Ability to prioritize multiple tasks, work independently, and maintain professionalism under pressure.
• Strong interpersonal skills with a resident-focused mindset and ability to handle sensitive information with discretion.
  
  

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.