HOA Assistant General Manager

Description

About Seabreeze Management Company

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 Assistant Manager provides confidential administrative, secretarial, and project support to the General Manager and Board of Directors. Responsibilities include annual meeting preparation, special elections, and ballot mail outs, independent research and preparation of administrative documents, interfacing with homeowners, contractors, Board and Committee members, making independent judgments and decisions regarding Association matters, performing special projects and administrative functions, and attends meetings as designated by the General Manager. The incumbent is also required to have knowledge of the Association’s By Laws, CC&Rs, and overall operations.

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.

• Provide confidential administrative and project support to the General Manager and Board of Directors.
• Prepare correspondence and reports for the General Manager, and Board of Directors.
• Assist in establishing and maintaining procedures, as required, for the efficient functioning of the office of the Association. Assure office environment is clean, orderly and supplies are ordered as required. Coordinate service as needed for maintaining office equipment (e.g. copy machine, computers, and postage machine).
• Assist General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.
• Maintain the official database of Association homeowners and residents, which requires the processing of all record changes; reviews, corrects, and updates the database on a daily basis in conjunction with the accounting department at the Management Company.
• Maintain the access control systems for the residents and coordinate turn on/ turn off and new purchase of fobs.
• Oversees all Design Review Committee activities that includes attending meetings, walkthroughs, and management of all records. (Ensure architectural applications are processed in accordance with Design Guidelines and CC&R’s, correspond with homeowners, create architectural packet for committee meetings).
• Oversees practices and takes appropriate action to enforce the Association’s CC&R’s, Community Guidelines, and Design Guidelines.
• Coordinate information and compile the monthly Board packets as directed by the General Manager.
• Prepare responses to resident correspondence as directed by the General Manager and reports on the response.
• Prepare all violation correspondence at the direction of the Compliance Committee Chair and the General Manager.
• Process architectural applications, correspond with homeowners to assist in architectural process as well as prepare architectural packet for committee meetings.
• Attend the Architectural Committee Meetings.
• Review bids for conformity to contract requirements and makes recommendations to General Manager.
• Prepare and provide Compliance Committee Packets and attend meetings.
• Prepare and mail notices to homeowners regarding rules violations, architectural control requests and performs follow up and rules enforcement administration.
• Perform special project assignments at the General Manager’s direction.
• Inspect the community and common area property for maintenance related items, violations of the Rules and Regulations
• Consults with homeowners in person, by telephone, or by email to provide guidance on general HOA compliance, programs, and activities
• Collect and prepare information for the General Manager’s use in discussion and meetings of Board of Directors and other Association business.
• Prepare responses to resident correspondence as directed by the General Manager and reports on the response.
• Prepare and mail notices to homeowners as needed.
• Work with and assists outside contractors to ensure successful completion of contracts.
• Contact businesses or individuals for bids and estimates to submit to the Board of Directors for action.
• At the discretion of the General Manager, be available to inspect the property for maintenance related items, violations of the Rules and Regulations and meet with association vendors to inspect and check on projects. In addition, compose and prepare a report of items identified, and report to the General Manager on any critical items.
  
  

Lifestyle & The Commons Duties And Responsibilities

• Plan, coordinate and implement resident programs, classes and special community-wide events. In planning, solicits input and involvement from residents and/or prospects to stimulate participation and awareness of the robust and facilitated lifestyle opportunities that define the Esplanade brand.
• Assist members, public, and community organizations in the scheduling of Association facilities, to include program and room requirements, coordination with other Association departments, and arrangements for the collection of fees as applicable.
• Works with and schedules additional staffing, janitorial, patrol and any other vendors required for the facilitation of rentals, excluding Host vendors.
• Coordinate the development and distribution of the Association communications and other lifestyle public relations and marketing publications as assigned.
• Develop an active volunteer program among residents, providing for both promotion and recognition.
• Coordinates all other duties as assigned.
  
  

Requirements

Knowledge, Skills and Experience:

• Effectively coordinate multiple projects, use time management skills and exercise independent judgment.
• Expert English composition and written and oral communication skills.
• Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders.
• Work with confidential/sensitive information and use diplomacy in communicating such information.
• Effective project management and follow up skills.
• Professional image or business image per policy.
• Effectively and efficiently handle shifting priorities and deadlines.
• Meet scheduling and attendance requirements per policy and the position.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Professional image or business image per policy, and personal etiquette.
• Organizational, planning, project management, time management, and problem-solving skills
  
  

Minimum Education

High School Diploma or equivalent

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing.

Availability

Regular business hours and must be available for Board meetings 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 Vy Nguyen at (949) 334-8166.