HOA Administrative Assistant (CA)

Seabreeze Management Company•Moreno Valley, CA

About The Position

Seabreeze Management Company is seeking an HOA Administrative Assistant to provide administrative support to the General Manager and assist with day-to-day office operations. The role supports homeowners and tenants, maintains association records and communications, helps coordinate community amenities and events, and contributes to the efficient operation of the office. The position includes welcoming visitors, handling calls and messages, routing mail, responding to homeowner and tenant requests, maintaining files and databases, preparing correspondence and mailings, updating community websites and calendars, and assisting with clubhouse and amenity scheduling. The assistant also supports new homeowner registrations and real estate transactions, manages office supplies, registers members, and creates access cards. Other duties may be assigned. The role is based in a typical office building. The schedule is Monday through Friday, 9:00 AM to 6:00 PM, with some Saturdays required. The listed pay is $20.00–$21.00 per hour.

Requirements

High school diploma or equivalent.
At least three years of general administrative experience.
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 others.
Ability to read, understand, and implement established policies and procedures using critical thinking and analysis skills.
Good written communication and ability to communicate effectively with employees at all levels, verbally and in writing.
Availability Monday through Friday, 9:00 AM to 6:00 PM, with some Saturdays required.

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 person or area.
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 and locate relevant files for the General Manager.
Assist with homeowner and tenant requests received by phone, in person, in writing, by email, or online, following Board-established regulations.
Organize and maintain association records, documents, and homeowner and tenant correspondence under the General Manager’s direction.
Compose correspondence and communications when requested.
Support administrative functions and keep records, community forms, and documents current and organized.
Make copies and prepare outgoing mail and communications, including email, flyers, e-blasts, and faxes.
Maintain filing systems, procedure manuals, and applicable databases.
Update websites with meeting dates, agendas, minutes, board rosters, and community events.
Contribute to newsletters and coordinate delivery of mailings and e-blasts.
Assist homeowners and tenants with clubhouse rentals, accept deposits and required forms, explain rules and key use, and update the calendar.
Coordinate event security by informing security of event dates and scheduling on-site coverage.
Assist homeowners and tenants with amenity use and scheduling.
Provide new home buyers and real estate professionals with required purchase documents.
Assist new homeowners and tenants with registration according to Board-established regulations.
Order and organize office supplies for daily operations.
Register new members, process new member forms, and create access cards.
Perform other duties as assigned.