HOA Administrative Assistant

Job Description

Job Description

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.

Position Summary :

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. Through sound judgment and analytical decision-making, the onsite administrative assistant acts as a compass of our motto and, under the guidance of the Seabreeze Board of Directors, oversees the entire homeowner association.

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.

• Familiarity with the existing governing documents (CC&R’s, Bylaws, Rules and Regulations, Architectural Guidelines, Fine Policy, etc.) will be required.
• Checking voicemail, at a minimum, three times per day and returning calls received in the morning by the afternoon and calls received in the afternoon by the following morning. Providing courteous customer service to homeowners and vendors.
• Maintenance of a call log. All calls are to be documented for the associations permanent files and should include the date, time, name and address of the homeowner who was spoken to and the details of the conversation.
• Conducting site inspections twice a week for rule violations, architectural violations, and common area concerns.
• Send out violation letters to homeowners in violation at time of inspection and to those being cited by neighbors / homeowners, (Rules and Violation report) who witness the violation, and for architectural NOCs not submitted.
• Email all violation notices to Owners as courtesy on daily basis.
• Tracking and logging completed and outstanding compliance items.
• Ensure violations are followed up on weekly by using Cinc.
• Determine if the violation has been cured in the allotted time frame.
• Send “thank you” letters to residents following their meeting compliance request.
• Prepare Enforcement Hearing section of board packets for Executive meetings, including all back up for violations and hearings. (I.e., incident reports, violation letters, homeowner correspondence, photographs).
• File / Scan correspondence (violation letters, rules and violation reports, and emails) in homeowner files and file all Incident Reports in proper files.
• Close all violations that have been cleared (by inspection).
• Keep in contact with Patrol for any outstanding or re-occurring violations or concerns by homeowners.
• Schedule appointments for homeowners, vendors, or guests, to view any gate incidents recorded on video and are being disputed.
• Schedule Hearing times and send hearing notices to homeowner and hearing results letters after meeting in Executive Session meeting of the Board.
• Assess fines to homeowner accounts, as directed, following hearings at executive session.
• Monitor non-submittal of Notice of Completion (NOC), notice homeowners for subsequent hearing for failure to submit NOC’s and refund / fine landscape deposits as directed. Update NOC report for accounting department.
• Assist homeowners in person and via telephone.
• Attend and provide assistance at community events, when necessary, at the direction of the General Manager.
• Update residents’ information in DwellingLIVE.
• Send out e-blast to all residents.
• Install transponders upon request.
• Logs checks received by Homeowners (keys, clubhouse reservations, architectural deposits and fees, etc.) on excel sheet (if applicable), and sends to GM with weekly report each week.
• Addresses HOA concerns regarding the Rules & Regulations, so the board and community are meeting their operational obligations and fiduciary duties.
• Keep track of community action items, monthly maintenance calendar, and permits. Prepare and post community notices, and update Connect with monthly approved meeting minutes and newsletter (If applicable).
• Update Cinc with Workorders on Fridays and send Work orders report every Monday to contractor vendors.
• Adhere to Association's policy and procedures making sure it is in compliance with civil code, state and federal obligations, and the association's governing documents.
• Collect checks and money from homeowners and make arrangements with the GM to pick it up.
• Work with various Committees on projects, events, and tasks.
• Coordinate meetings with residents when necessary.
• Conduct a daily facility check.

Requirements :

Knowledge, Skills and Experience :

Language Skills : Bilingual Preferred

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

Availability :

Regular business hours and after regular business hours, as necessary.

Weekend availability required.

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.