HOA Part-Time 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

This position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operation, and emergency service duties.

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

• Ensures that the telephone is answered properly and messages are handled courteously, accurately, and in a timely manner.
• Provide administrative and clerical support to the General Manager, such as reports, letters/correspondence, and forms.
• Prepare binders, spreadsheets, and documentation needed for monthly Management Council meetings.
• Maintain calendars, contact lists, and schedules: and conduct appropriate receiving and screening of calls and correspondence for the General Manager.
• Prepare and email a monthly meeting calendar with dates and times of management and miscellaneous meetings.
• Scan and file signed Management Council Meeting minutes. Email minutes to Seabreeze Management Co.
• Covered Repairs binders – as paperwork, contracts, and other necessary paperwork is received, it must be logged, copied, and organized for covered repairs packages. Update the Excel spreadsheet and logs.
• Create and update logs – computer tech service, copier, and phone tech logs.
• Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list, and employee contact list.
• Update procedures book as needed.
• Other assigned duties
  
  

Requirements

Knowledge, Skills and Experience:

• 3 – 5 years administrative experience
• Excellent verbal and written business communication skills
• Must utilize discretion in managing highly confidential or sensitive information
• Strong interpersonal skills; able to work with all levels of management and clients
• Proven ability to manage multiple tasks with competing priorities and deadlines
• Ability to read, understand, and implement established policies and procedures
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
  
  

Required Education

• High school or equivalent
  
  

Required Experience

• Administrative Assistant: 3 years
  
  

Language Skills

The individual must have strong written and verbal communication skills to communicate effectively with employees and clients at all levels of the organization.

Availability

The schedule is Tuesday, Thursday and Saturday from 8 am - 5 pm

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.