SMC Coordinator

Seabreeze Management Company•Aliso Viejo, CA

About The Position

Seabreeze Management Company is a full-service property management firm managing a portfolio of more than 150,000 residential and commercial properties. The Maintenance Coordinator / Administrative Support Specialist provides operational support under the direction of the Senior Director. The role coordinates maintenance activities, provides customer service, supports basic accounting functions, and ensures efficient administrative operations. The ideal candidate is organized, responsive, and able to manage multiple priorities in a fast-paced environment. The position coordinates work orders from homeowners, clients, and association managers; assigns and schedules work; follows up on completion; and communicates updates to clients and internal stakeholders. It also supports billing, invoice processing, expense reconciliation, accounts receivable tracking, vendor quotes, proposal packages, purchasing, inventory, and operational reporting. Additional duties include supporting safety compliance, special projects, community events, and general team administration. The position operates during regular business hours in a typical office building. The role requires a valid state-issued driver’s license, a clean driving record, and the ability to proficiently operate a standard-transmission vehicle. Seabreeze is an Equal Opportunity Employer and states that reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

At least three years of related job experience.
Positive attitude and professional, polite demeanor.
Valid state-issued driver’s license and clean driving record.
Ability to proficiently operate a standard-transmission vehicle.
High school diploma or equivalent.
Proficiency in U.S. English and strong written and verbal communication skills for communicating with employees and clients at all levels.

Responsibilities

Receive and prioritize urgent or emergency work orders from homeowners, clients, or association managers.
Assess work order urgency and dispatch appropriate personnel or schedule work with area supervisors.
Assign work orders to technicians and maintain accurate scheduling records.
Ensure incoming emails are responded to or assigned by the end of each business day.
Monitor work progress and follow up with technicians and supervisors to confirm completion.
Communicate work order status and actions to clients, managers, and internal stakeholders.
Serve as a key contact for homeowners, clients, and internal teams, providing timely updates and professional service.
Process service billing and invoices weekly or by project.
Reconcile expenses, billings, and purchase records, and assist with accounts receivable reconciliation and tracking.
Monitor vendor quotes and ensure deadlines are met.
Assemble and distribute proposal packages for client review.
Order materials, equipment, and labor resources for scheduled billable work.
Assist with maintaining inventory of tools and equipment.
Generate and distribute daily, weekly, and monthly operational reports.
Ensure personnel involved in job-related incidents promptly complete an Incident Report, regardless of injury severity.
Support compliance with company safety policies and procedures.
Assist with special projects, community events, and operational initiatives as assigned by the supervisor.
Provide general administrative support and perform other related duties as assigned.