Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 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 30 years. With offices throughout California and Nevada, Seabreeze 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: 

If you like to work in a fast-moving work environment where the team counts on you, this is the role for you. 

This position supports all administrative functions of the property management team and ensures that homeowner association setup/information in CINC is well maintained. You create the first impression when homeowners and vendors come to the office for assistance and meetings. To hit the ground running in this position, it helps to have some knowledge of the industry, but we can teach that part. This job is for you if you like supporting a team, can anticipate what's needed before being asked, is well organized, can flow through multiple tasks and changing priorities based on client and the Community Manager's need.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Greets scheduled and walk-in visitors and directing them to the appropriate area or person in a positive, respectful, and professional manner always.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings. Prioritizes emergency repair request calls by immediately informing the General Manager.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Community Manager
• Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
• Under the direction of the Community Manager organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, compose correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Make copies of correspondence or other printed materials, prepare outgoing mail and correspondence, including email and faxes.
• Creates new forms/templates in CINC and maintains procedure manuals.
• Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• At the request of the Community Manager, may attend board meetings, and assist in administrative tasks and recording of meeting minutes. Additionally, assists with annual members meeting handling notices, proxies and agendas.
• May help the Community Manager with the coordination of meeting packets; prepares and mails (or delivers) to Board Members 7 days prior to scheduled meetings.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase.
• Assist residents with renting the facilities within the community. 
• Perform new owner orientations for residents new to the community
• Manage the architectural application process for the community 
• Perform other duties as assigned.

Knowledge, Skills and Experience

• High School Diploma or equivalent; a two (2) or four (4) year college degree is preferable.
• Minimum of three (3) years of general administrative experience; previous industry experience is highly desired.
• Excellent communication skills, both verbal and written.
• Customer service-driven mindset.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Strong organizational and time management skills.
• Ability to multitask effectively.
• Familiar with property management software platforms like App Folio, CINC

Availability:

Regular business hours and after regular business hours, as necessary onsite at the Tracy Hills II Manager Office. 

Physical Requirements and Work Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to sit for extended periods of time
• Must have dexterity or device for typing/using a keyboard
• Must be able to sit for long periods of time at a desk or in a meeting
• Must be mobile enough to move around office
• Must be able to hear or use a device in order to receive telephone calls and respond to voice mail messages
• Must be able to lift up to 25lbs.

Work Environment:

The work environment is a typical office building. Reasonable accommodation 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 pso2@seabreezemgmt.com.