HOA Associate Manager (CA)

Seabreeze Management Company Inc•San Clemente, CA

2d•Onsite

About The Position

Seabreeze Management Company is hiring an HOA Associate Manager to support the administrative functions of the property management team under minimal supervision. The ideal candidate is an energetic, organized, articulate, proactive, customer-focused self-starter with sound judgment and strong time-management skills. The role calls for working knowledge of management practices, accounting procedures, and association CC&Rs and bylaws. The position provides front-office and administrative support to the Community Manager and association. Duties include assisting homeowners and visitors, handling calls and correspondence, organizing association records, maintaining databases and websites, supporting approved repair coordination, and helping homeowners with clubhouse rentals and document requests. The position is based in a typical office building and follows the stated weekday schedule.

Requirements

High school diploma or equivalent.
At least three years of general administrative experience.
Excellent verbal and written communication skills.
Customer-service orientation.
Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Strong organizational and time-management skills.
Ability to multitask.
Working knowledge of management practices, accounting procedures, and association CC&Rs and bylaws.

Nice To Haves

Two-year or four-year college degree preferred.
Previous industry experience highly desired.

Responsibilities

Greet scheduled and walk-in visitors and direct them to the appropriate area or person professionally.
Answer and screen office telephone calls, direct calls, and take detailed messages; promptly alert the appropriate manager or Maintenance Supervisor to emergency repair requests.
Read and route incoming mail and locate and attach relevant files for the Community Manager.
Support the Community Manager in handling homeowner requests received by telephone, in person, in writing, or online.
Organize and maintain association records, documents, homeowner correspondence, forms, and procedure manuals; prepare correspondence, copies, outgoing mail, email, and faxes.
Create forms and keep association records and community documents current and organized.
Compose violation letters, handle related resident calls, and report findings to the Community Manager for resolution under Board-established regulations.
Maintain applicable databases and update websites with meeting dates, agendas, minutes, board rosters, and community events; share updates with relevant personnel and board members.
Assist the Community Manager and Maintenance Supervisor in coordinating Board-approved repairs with contractors and homeowners.
Assist with uploading documents to My Seabreeze.
Assist homeowners with clubhouse rentals by accepting deposits and forms, explaining rules and key use, and updating the calendar with clubhouse use, committee meetings, and special events.
Provide required documents to new home buyers and real estate professionals at the Community Manager’s request.