HOA Maintenance 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.

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, personnel changes, etc., 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.

• Conduct or participate in monthly community inspections.
• Receive and follow up on property complaints through prompt inspection; take corrective action as needed with General Manager’s approval.
• Perform daily inspections of clubhouse facilities and amenities, ensuring areas such as sports courts and barbecue spaces are free from debris and safety hazards.
• Serve as the main point of contact with vendors on all preventative maintenance projects, including scheduling and communicating service interruptions to the community.
• Solicit proposals, bids, and contracts from vendors; maintain an updated maintenance log and service calendar.
• Assist the General Manager in performing management duties as needed.
• Provide support with the set-up and clean-up of community events.
• Manage work orders in collaboration with the Assistant to the General Manager and Front Desk Associate.
• Ensure reserve components are repaired or replaced in a timely manner; maintain working knowledge of the applicable reserve study.
• Support capital projects as directed by the General Manager and / or the Assistant to the General Manager.
• Perform minor repairs to the exterior, interior, clubhouse, and common areas as required.
• Maintain confidentiality with homeowners and management, upholding professional boundaries at all times.
• Perform other duties as assigned.

Requirements :

Knowledge, Skills and Experience :

Minimum Education :

Language Skills :

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.

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. The Association maintains a smoke-free environment in its offices, buildings, and Clubhouse complex.

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.