HOA Assistant General Manager (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.

Position Summary

The Assistant General Manager (AGM) is a hands-on community management and administrative professional who supports the General Manager in the day-to-day operation of Westchester Bay Homeowners Association Seagate Lagoons Association and Wharfage Association. The position independently coordinates assigned homeowner matters compliance and architectural processes work orders vendors inspections meetings records communications and operational projects.

This role is designed for a capable working manager who can take ownership of routine matters and move assignments through completion. It is not intended to duplicate the authority of the General Manager. Legal strategy personnel decisions budget authority policy decisions major contracts significant expenditures and major capital projects remain under the General Managers direction and approval.

Performance Expectations

• Take ownership of assigned matters from initial request through documented completion.
• Maintain accurate records calendars action-item logs and follow-up dates.
• Communicate professionally clearly and promptly with homeowners Board and Committee members vendors and staff.
• Identify urgent sensitive high-risk or high-cost matters and promptly escalate them to the General Manager.
• Balance independent routine decision-making with appropriate consultation and approval.
• Demonstrate sound judgment confidentiality organization attention to detail and dependable follow-through.

Essential Duties and Responsibilities
General Manager Board and Meeting Support

• Provide confidential administrative operational and project support to the General Manager.
• Draft professional correspondence notices reports project summaries motions resolutions meeting minutes newsletters and e-blasts for review.
• Collect organize and compile Board and Committee meeting packets; coordinate meeting logistics and supporting materials.
• Maintain Board and Committee action-item logs and follow up on assigned directives and deadlines.
• Attend Board Committee homeowner vendor and project meetings as assigned and provide factual status reports.
• Perform research using governing documents Association records contracts reports prior decisions and applicable procedures.

Homeowner and Resident Services

• Serve as a knowledgeable day-to-day contact for homeowners and residents regarding routine Association matters.
• Respond to inquiries complaints service requests and maintenance concerns professionally and within established response standards.
• Track requests coordinate needed follow-up and confirm completion or next steps.
• Resolve routine matters within established policies and delegated authority; escalate disputes exceptions threats legal issues or sensitive matters.

Compliance Architectural and Wharfage Administration

• Conduct routine property inspections and document maintenance deficiencies safety concerns violations and project conditions.
• Prepare courtesy notices violation correspondence hearing materials compliance logs and follow-up documentation.
• Review architectural applications for completeness obtain missing documentation prepare review packets and decision correspondence and maintain permanent records.
• Conduct or coordinate follow-up inspections for approved architectural work and compliance corrections.
• Assist with dock wharfage lagoon vessel registration and insurance compliance tracking and related owner correspondence.
• Apply established governing documents and procedures consistently; refer unclear interpretations or exceptions to the General Manager.

Vendor Maintenance and Project Coordination

• Create and track work orders; schedule vendors inspections repairs access and project meetings.
• Meet vendors on-site monitor routine work document progress and verify completion before closing assigned items.
• Obtain bids and estimates as directed and organize proposals for management or Board review.
• Review proposals licenses insurance certificates schedules invoices and supporting documents for basic completeness and consistency with approved scope.
• Maintain project files schedules photographs open-item lists warranties and vendor follow-up documentation.
• Promptly report delays scope changes safety concerns potential change orders contractor performance issues or costs outside approved limits.
• Coordinate response to routine operational issues and property-threatening emergencies immediately notifying the General Manager of significant conditions.

Office and Records Administration

• Help coordinate daily office workflow calendars incoming requests deadlines correspondence and assigned priorities.
• Maintain accurate homeowner resident tenant vendor architectural compliance insurance contract and project records.
• Update Association databases and electronic filing systems and ensure documents are filed consistently.
• Prepare mailings community notices forms spreadsheets tracking reports and routine administrative documents.
• Protect confidential homeowner legal personnel executive-session financial and Association information.
• Provide task guidance or workflow coordination to administrative staff when specifically assigned by the General Manager; the position does not independently hire discipline evaluate or terminate staff.

Financial and Operational Support

• Review assigned invoices for accuracy supporting documentation contract consistency and appropriate coding before routing for approval.
• Maintain approved project and contract tracking logs and report potential budget or scope variances to the General Manager.
• Assist with gathering information for budgets reserve projects financial reports and Board decision-making.
• The position has no independent authority to approve unbudgeted expenditures execute contracts commit Association funds or alter approved scope unless expressly delegated in writing.

Authority and EscalationThe Assistant General Manager (AGM) may independently handle routine matters that are governed by established policies procedures approved contracts or specific direction from the General Manager. The following matters must be promptly referred to and coordinated with the General Manager:

• Legal claims threatened litigation attorney communications subpoenas fair housing concerns or requests for legal interpretation.
• Personnel matters workplace complaints discipline performance management hiring or termination.
• New contracts material contract changes unbudgeted expenses significant change orders or commitments of Association funds.
• Policy exceptions governing-document interpretation disputes significant homeowner conflicts or matters likely to affect the Associations reputation.
• Major capital projects emergency conditions with significant cost or safety exposure media inquiries or communications to government agencies.

The employee may serve as the on-site management contact during the General Managers absence when designated but does not assume the General Managers full authority unless expressly authorized.

Knowledge Skills and Abilities

• Strong organizational administrative project-coordination and follow-up skills.
• Professional writing proofreading document-review and verbal communication skills.
• Ability to manage multiple priorities maintain deadlines and work independently on routine assignments.
• Sound customer-service and conflict-resolution skills including the ability to remain calm and professional.
• Ability to read research and consistently apply Association governing documents policies procedures contracts and prior decisions.
• Ability to inspect property conditions document findings organize facts and prepare practical recommendations.
• Proficiency in Microsoft Outlook Word Excel PowerPoint Teams Zoom Adobe Acrobat HOA management software and electronic document-management systems.
• Working knowledge of California community association operations and the Davis-Stirling Common Interest Development Act preferred.

Minimum Qualifications

• Two (2) years of relevant experience in HOA/community association management property management facilities coordination project administration executive support or a related field.
• Prior HOA experience involving homeowner service work orders compliance architectural applications vendors or Board support is strongly preferred.
• Associate degree in business public administration property management communications or a related field preferred; equivalent relevant experience will be considered.
• CMCA CCAM or AMS designation preferred but not required at hire. Ability to obtain an approved entry-level community association management credential within twelve (12) months may be required.
• Valid California Drivers License and proof of state-required automobile insurance.

Availability and Work Environment

• Regular business hours with flexibility to attend occasional evening Board or Committee meetings inspections special events and urgent operational matters.
• Work is performed in both office and field settings throughout the community including common areas docks lagoons parking areas landscaped areas and active project sites.

Physical Requirements

• Frequently sit stand walk bend reach and use computers and office equipment for extended periods.
• Conduct community inspections involving stairs uneven surfaces docks gangways landscaped areas and construction or maintenance locations.
• Lift and carry items weighing up to 25 pounds with reasonable accommodation as required by law.

Position Objective

The Assistant General Manager supports the General Manager with the day-to-day administration and operation of the Association. The position coordinates routine community management functions including homeowner relations compliance administration architectural review coordination vendor follow-up Board and committee support office administration and assigned operational projects.

The Assistant General Manager is expected to take ownership of assigned responsibilities maintain regular communication with the General Manager and escalate legal financial personnel contractual policy and other significant matters for review and direction. The position works closely with the General Manager to support consistent operations timely completion of Board directives and achievement of the Associations goals and objectives.

Work Environment:

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform 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 the People Strategy & Operations Team at