SMC Coordinator

SMC MAINTENANCE INC•Aliso Viejo, CA

13d•$22 - $27•Onsite

About The Position

Seabreeze Management Company (SMC) 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 30 years. With offices throughout California and Nevada, Seabreeze 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. At Seabreeze Management Company (SMC), our motto is “People, Performance, Passion,” and we live it every day. By continually improving the service we offer our clients and empowering our team with the tools they need, we create thriving communities wherever we operate. The Maintenance Coordinator / Administrative Support Specialist provides essential operational support under the direction of the Senior Director. This role is responsible for coordinating maintenance activities, delivering excellent customer service, supporting basic accounting functions, and ensuring efficient administrative operations. The ideal candidate is highly organized, responsive, and capable of managing multiple priorities in a fast-paced environment.

Requirements

Minimum of three-year related job experience.
Must demonstrate a positive attitude and a professional, polite demeanor
Possess a valid state issued driver’s license with a clean driving record, and the ability to proficiently operate a standard transmission vehicle.
Proficiency with U.S. English.
Strong written and verbal communication skills in order to communicate effectively with employees and clients at all levels of the organization.
Outlook
MS Word
Excel
Adobe Acrobat
MAS 90
Internet Access
Power Point

Responsibilities

Receive and prioritize urgent or emergency work orders generated by homeowners, clients, or association managers.
Evaluate the urgency of requests and dispatch appropriate personnel or schedule work with area supervisors accordingly.
Assign work orders to technicians and maintain accurate scheduling records based on instructions and scheduling meetings.
Ensure all incoming emails are responded to or assigned by the end of each business day.
Monitor progress and follow up with technicians and supervisors to confirm completion of work orders.
Communicate status updates and actions taken to clients, managers, and internal stakeholders.
Serve as a key point of contact for homeowners, clients, and internal teams.
Provide timely updates and maintain clear communication regarding service requests and project status.
Ensure a high level of customer satisfaction through responsiveness and professionalism.
Process billing and invoices for completed services on a weekly or per-project basis.
Reconcile expenses, billings, and purchase records to ensure financial accuracy.
Assist with accounts receivable (AR) reconciliation and tracking.
Monitor and track vendor quotes to ensure deadlines are met.
Assemble and distribute proposal packages for client review.
Order materials, equipment, and labor resources needed for scheduled billable work.
Assist in maintaining inventory of tools and equipment.
Generate and distribute daily, weekly, and monthly operational reports.
Ensure all personnel involved in job-related incidents complete an Incident Report promptly, regardless of injury severity.
Support adherence to company safety policies and procedures.
Assist with special projects, community events, and operational initiatives as assigned by the supervisor.
Provide general administrative support to enhance team efficiency.
Perform other related duties as assigned to support business operations.