HOA Associate Manager (CA)

Seabreeze Management Company•San Clemente, CA

1d•Onsite

About The Position

Seabreeze Management Company is hiring an HOA Associate Manager to support the administrative functions of its property management team under minimal supervision. The role calls for a highly organized, articulate, proactive, customer-focused self-starter with sound decision-making and time-management skills. The ideal candidate has working knowledge of management practices, accounting procedures, and association CC&Rs and bylaws. The position supports homeowners, visitors, community managers, board members, and other personnel. Duties include reception and phone coverage, handling and routing mail and homeowner requests, maintaining association records and databases, preparing correspondence, and updating community websites and calendars. The Associate Manager also assists with approved repairs, clubhouse rentals, document requests for home purchases, and uploading documents to My Seabreeze. The work environment is a typical office building. The stated schedule is Monday through Thursday, 8:00 a.m. to 5:30 p.m., with a 12:00 p.m. to 12:30 p.m. lunch, and Friday, 8:00 a.m. to 12:00 p.m. The listed pay is $25.00 per hour.

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.

Nice To Haves

Two-year or four-year college degree.
Previous industry experience.
Working knowledge of management practices, accounting procedures, and association CC&Rs and bylaws.

Responsibilities

Greet scheduled and walk-in visitors and direct them to the appropriate area or person professionally and respectfully.
Answer and screen office telephone calls, direct calls, take detailed messages, and promptly alert the Community Manager, Assistant Manager, or Maintenance Supervisor to emergency repair requests.
Read and route incoming mail and locate and attach the appropriate files for the Community Manager.
Support the Community Manager with homeowner requests received by telephone, in person, in writing, or online.
Organize and maintain association records, documents, and homeowner correspondence in accordance with association business procedures.
Compose correspondence and communications when requested.
Support administrative functions, maintain orderly records, and keep community forms and documents current.
Copy materials and prepare outgoing mail and correspondence, including email and faxes.
Maintain filing systems and file correspondence and other records.
Create forms and maintain procedure manuals.
Compose violation letters, handle related resident phone calls, and report findings to the Community Manager for resolution in accordance with Board-established regulations.
Maintain applicable databases.
Update websites with meeting dates, agendas, minutes, board rosters, and community events, and provide updates to relevant personnel and board members.
Help coordinate Board-approved repairs with the Community Manager, Maintenance Supervisor, outside 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 home buyers and real estate professionals with requested documents needed to complete purchases at the Community Manager's direction.