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

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we embody it every day. By continually enhancing our customer service and equipping our team with the resources they need, we build vibrant communities wherever we go. With keen insight and analytical decision-making, the Administrative Assistant/Lifestyle Coordinator brings our motto to life by supporting the Community General Manager and overseeing the community Lifestyle program under their guidance.

The Administrative Assistant/Lifestyle Coordinator is a proactive professional with strong industry knowledge, skilled in planning and organization to effectively support the Community General Manager and enhance Lifestyle services. With expertise in administrative support and lifestyle coordination, this role contributes directly to successful property management strategies through best practices and exceptional service.

Essential Duties and Responsibilities: 

• Provide confidential administrative and project support to the General Manager and Board of Directors.
• Prepare correspondence and reports for the General Manager, Board of Directors and Committee Chairs.
• Assist in establishing and maintaining procedures, as required, for the efficient functioning of the office of the Association. Coordinate service as needed for maintaining office equipment (e.g. copy machine, computers, and postage machine), and maintain office inventory by ordering supplies as needed
• Assist General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.
• Prepare all violation correspondence at the direction of the General Manager.
• Perform special project assignments at the General Manager’s direction.
• Contact businesses or individuals for bids and estimates to submit to the Board of Directors for action.
• Coordinate information and compile the monthly Board packet as directed by the General Manager.
• 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.
• Performs research and special projects at the direction of the General Manager.
• Maintain the official database of Association homeowners and residents, which requires the processing of all record changes; reviews, corrects, and updates the database daily in conjunction with the accounting department at the Management Company.
• Maintain an email address system for the residents and an electronic file for each unit for all electronic filing.
• 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 regarding insurance payments, assessment coupon books, and annual meeting and By Law changes, rules violations, architectural control requests and performs follow up and rules enforcement administration.
• Work with and assists outside contractors to ensure successful completion of contracts.
• Provides oversight for the Clubhouse to include opening and securing the building, supervising its use, and reporting any needs for care or maintenance to the General Manager.
• Communicates Clubhouse rules and regulations to residents as needed; recommends changes to rules and regulations when appropriate to the General Manager.

Essential Duties and Responsibilities: Lifestyle Coordinator

• Coordinates, and implements planned social activities and provides general assistance of Clubhouse associated operations. Creates a monthly calendar of events to promote social and recreational interaction of the residents.
• Maintains a master calendar for use of rooms in the Community Center Complex and works to make space available and coordinate the required set-up for Board of Directors and Board Committee meetings, either scheduled or unscheduled as well as other uses appropriate for the community.
• Maintains liaison with the residents, guests, and General Manager. 
• Works with the Recreation Committee Chairperson in implementing events.
• Attends monthly Recreation Committee meetings and meets frequently with the Recreation Chairperson and designated Committee members on social functions and events.
• Prepares requests for funds for events, social activities, and activity groups, together with any necessary or requested supporting documentation.
• Administers, with oversight of the General Manager, the Clubhouse Recreation Committee budget as approved by the Board of Directors and the Recreation Committee.
• Set-up & Break-down requirements for major events, activities and Board and Committee meetings in the Clubhouse. Required to be able to lift up to. 50 lbs. Set-up and break-down includes but is not limited to, carrying 64” round tables, 6’ rectangular tables, setting up tables, rolling stack of 7 chairs and setting them up at tables. Indoor & outdoor set-up and breakdown.
• Disposal of all trash from a community social activity/ event. Placing trash receptacles at curb weekly and bring the trash receptacles in weekly.
• Maintains the Bulletin Board, Clubhouse information center, and flyer rack(s) with current information at the Clubhouse.
• Attends, upon request, Committee, and special group meetings by invitation of the Chairperson to explain
  Clubhouse use procedures. Coordinates social and recreational activities with all appropriate groups.
• Prepare bank deposits and makes bank deposits as needed for the special events account.
• Prepares the monthly newsletter with articles / advertisements / updated information related to Activities.

Knowledge, Skills and Experience:

• Effectively coordinate multiple projects, use time management skills and exercise independent judgment.
• Demonstrates excellent English composition and written and oral communication skills.
• Excellent interpersonal skills with the ability to deescalate conflicts as they occur. 
• Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders. 
• Excellent conflict resolution skills
• Work with confidential/sensitive information and use diplomacy in communicating such information.
• Effective project management and follow up skills.
• 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:

• Spanish fluency is a plus but not required.
• License/Permits/Certifications Required: 
• Valid Driver’s License and State mandated vehicle insurance.
• CMCA or equivalent helpful but not required.  

Availability: 

Regular business hours and must be available for committee meetings, community events and infrequent after regular business hours

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.