HOA Project Coordinator

Seabreeze Management Company Inc•Cathedral City, CA

About The Position

Introduction: Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 35 years. With offices throughout California, Nevada, Arizona, Idaho, and Washington Seabreeze and its family of companies has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity. At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable,” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live. Summary: At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. As an engaging, self-starter, the Project Coordinator embodies our motto through proactive leadership. With an emphasis on service, a Project Coordinator is organized and articulate and consistently puts the customer first. The Project Coordinator supports the operational and project management functions of the HOA. This role works closely with the Project Manager to coordinate projects, manage community communications, and assist with planning and implementing initiatives that maintain community facilities, infrastructure, and compliance with HOA standards.

Requirements

Follow written and verbal instructions accurately.
Understand and enforce community rules, regulations, and policies.
Complete assigned tasks accurately and on time, including repetitive work.
Communicate clearly and professionally in English, both orally and in writing.
Build positive relationships with management, employees, homeowners, and other stakeholders.
Handle confidential and sensitive information with discretion.
Provide administrative support for the community website and electronic communications.
Manage shifting priorities and deadlines effectively.
Adhere to scheduling and attendance requirements, including flexible hours as needed (evenings, weekends, holidays).
Demonstrate initiative by completing additional tasks as necessary.
Use Microsoft Word, Excel, and Outlook proficiently.
Maintain a professional appearance and conduct.
Apply organizational, time management, and problem-solving skills to complete tasks independently.
High School Diploma or equivalent
The candidate must have good written communication skills, and the ability to communicate effectively with employees at all levels of the organization, both verbally and in writing.

Nice To Haves

Experience in the property management and/or hospitality industries is preferred.

Responsibilities

Coordinate with department heads, vendors, and homeowners to execute capital projects, community improvements, infrastructure repairs, and other initiatives.
Perform administrative and bookkeeping tasks, including managing purchase orders, reports, and invoices; route invoices to Accounts Payable for timely processing.
Support creation and management of project budgets, schedules, and reporting.
Maintain and archive accurate project records.
Communicate with homeowners regarding project timelines, updates, and potential disruptions.
Participate in project design meetings and assist in evaluating potential issues to develop solutions.
Coordinate allocation of project resources to ensure the project team has required materials and support.
Facilitate cross-team collaboration to support timely completion of project tasks and deliverables.
Assist the Project Manager in monitoring project progress and team performance, providing updates to the Board of Directors.
Participate in property inspections to identify repair, improvement, or maintenance needs, partnering with department heads to coordinate work.
Conduct regular inspections of properties and common areas to ensure compliance with HOA guidelines and regulations.
Document and track compliance issues, including common area repairs, and route items to the responsible department.
Maintain detailed inspection logs, including dates, locations, and photographs attached to property files.
Create and post communications on the Community Website(s) regarding scheduled work, upcoming events/meetings, and other relevant information.
Develop educational content to promote awareness of and compliance with Association rules and regulations.
Perform other HOA business functions as assigned, which may include off-site errands.