Administrative Assistant (CA)

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150000 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

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive respectful and professional manner at all times.
• Ensures that the telephone is answered properly and messages are handled courteously accurately and in a timely manner.
• Takes detailed messages arranges conference calls and/or meetings. Prioritizes emergency repair request calls by immediately informing the Management or Engineering.
• Supports the General and Assistant General Manager with the handling of all homeowner requests received by telephone in person in writing or via the internet.
• Provide administrative and clerical support to the General Manager such as reports letters/correspondence and forms.
• Maintain calendars contact lists and schedules.
• Prepare and email a monthly meeting calendar with dates and times of management and miscellaneous meetings.
• Organizes and maintains filing system and files correspondence and other records.
• Under the direction of the General and Assistant General Manager organizes and maintains association records documents and homeowner correspondence with relation to association business procedures. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials prepares outgoing mail and correspondence including email and faxes.
• Maintains applicable databases. Updates websites - including meeting dates meeting agendas meeting minutes board rosters and community events. Provide updates to appropriate personnel/ board members who utilize this information
• Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Assistant General Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• Contributes to the publishing of newsletters and coordinating delivery of mailings.
• At the request of the General Manager may attends board meetings and assists in administrative tasks and recording of meeting minutes. Additionally assists with annual members meeting handling notices proxies and agendas.
• Maintain phone lists for extensions direct dial list elevator phones vendor emergency list and employee contact list.
• Update standard operating procedures book as needed.
• Perform other duties as assigned

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

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:

Regular business hours and overtime as needed.

Scheduled shift Tuesday - Saturday 8:00am to 5:00pm

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 us at