Administrative Assistant (CA)

Seabreeze Management Company Inc•Long Beach, CA

19h•Onsite

About The Position

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, and emergency service duties.

Requirements

3 – 5 years administrative experience
Excellent verbal and written business communication skills
Must utilize discretion in managing highly confidential or sensitive information
Strong interpersonal skills; able to work with all levels of management and clients
Proven ability to manage multiple tasks with competing priorities and deadlines
Ability to read, understand, and implement established policies and procedures
Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
High school or equivalent
Strong written and verbal communication skills to communicate effectively with employees and clients at all levels of the organization.

Responsibilities

Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner at all times.
Ensures that the telephone is answered properly and messages are handled courteously, accurately, and in a timely manner.
Takes detailed messages, arranges conference calls and/or meetings.
Prioritizes emergency repair request calls by immediately informing the Management or Engineering.
Supports the General and Assistant General Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
Provide administrative and clerical support to the General Manager, such as reports, letters/correspondence, and forms.
Maintain calendars, contact lists, and schedules.
Prepare and email a monthly meeting calendar with dates and times of management and miscellaneous meetings.
Organizes and maintains filing system, and files correspondence and other records.
Under the direction of the General and Assistant General Manager, organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures.
Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated.
Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
Maintains applicable databases.
Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
Provide updates to appropriate personnel/ board members who utilize this information
Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Assistant General Manager for resolution of problems in accordance with regulations established by the Board of Directors.
Contributes to the publishing of newsletters and coordinating delivery of mailings.
At the request of the General Manager, may attends board meetings, and assists in administrative tasks and recording of meeting minutes.
Additionally, assists with annual members meeting handling notices, proxies and agendas.
Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list, and employee contact list.
Update standard operating procedures book as needed.
Perform other duties as assigned