HOA Administrative Assistant (CA)
About The Position
The HOA Administrative Assistant provides administrative support to the General Manager and helps manage day-to-day office operations. The role supports homeowners and tenants, maintains association records and communications, assists with community amenities and events, and helps keep office procedures and supplies organized. The position is based in a typical office-building environment. The stated schedule is Monday through Friday, 9:00 AM to 6:00 PM, with some Saturdays required. Seabreeze Management Company is an equal opportunity employer and states that reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Requirements
- High school diploma or equivalent.
- At least three years of general administrative experience; prior industry experience is highly desired.
- Excellent oral and written communication skills.
- Customer-service orientation.
- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
- Strong organizational and time-management skills.
- Ability to multitask and manage competing priorities and deadlines.
- Strong interpersonal skills and ability to work with management, residents, vendors, and employees at all organizational levels.
- Ability to read, understand, and implement established policies and procedures using critical thinking and analysis.
- Good written communication and ability to communicate effectively verbally and in writing.
Nice To Haves
- Two-year or four-year college degree preferred.
- Previous industry experience highly desired.
- Advanced working knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Publisher.
Responsibilities
- Greet scheduled and walk-in visitors and direct them to the appropriate area or person in a professional manner.
- Answer and screen office telephone calls, take detailed messages, arrange conference calls or meetings, and promptly inform the General Manager of emergency requests.
- Read and route incoming mail, locating and attaching relevant files for the General Manager.
- Assist with homeowner and tenant requests received by phone, in person, in writing, by email, or online, in accordance with Board of Directors regulations.
- Under the General Manager’s direction, organize and maintain association records, documents, and homeowner or tenant correspondence; compose communications when requested; keep community forms and documents current; and prepare outgoing correspondence and materials, including email, flyers, eblasts, and faxes.
- Maintain the filing system and file correspondence and other records in a timely manner.
- Create forms and maintain procedure manuals.
- Maintain applicable databases and update websites with meeting dates, agendas, minutes, board rosters, and community events.
- Contribute to newsletters and coordinate delivery of mailings and eblasts or online communications.
- Assist homeowners and tenants with clubhouse rentals, collect deposits and required forms, explain rules and key use, update event calendars, and coordinate security for events.
- Assist homeowners and tenants with amenity use and scheduling.
- Provide new home buyers and real estate professionals with copies of required purchase documents.
- Assist new homeowners and tenants with registration in accordance with Board of Directors regulations.
- Order and organize office supplies needed for daily operations.
- Register new members, process member forms, and create access cards.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
