Temporary Front Desk Associate Manager

Description

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:

If you like to work in a fast moving work environment where the team counts on you, this is the role for you.

This position supports all administrative functions of the property management team and ensures that homeowner association setup/information in CINC is well maintained. You create the first impression when homeowners and vendors come to the office for assistance and meetings. To hit the ground running in this position, it helps to have some knowledge of the industry but we can teach that part. This job is for you if you like supporting a team, can anticipate what's needed before being asked, well organized, can flow through multiple tasks and changing priorities based on client and the Community Manager's need.

Essential Duties and Responsibilities:

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings. Prioritizes emergency repair request calls by immediately informing the Community Manager.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Community Manager
• Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
• Under the direction of the Community Manager organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, composes correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
• Creates new forms/templates in CINC and maintains procedure manuals.
• Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• At the request of the Community Manager, may attends board meetings, and assists in administrative tasks and recording of meeting minutes. Additionally, assists with annual members meeting handling notices, proxies and agendas.
• May help the Community Manager with the coordination of meeting packets; prepares and mails (or delivers) to Board Members 7 days prior to scheduled meetings.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase.
• Perform other duties as assigned.

Requirements

Knowledge, Skills and Experience

• High School Diploma or equivalent; two (2) year or four (4) year college degree preferable
• Minimum three (3) years general administrative experience; previous industry experience highly desired
• Familiarity with CINC, Strongroom, AppFolio or other property management platforms highly desired
• Excellent communication skills, both oral and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Strong organizational and time management skills
• Ability to receive direction from multiple people and prioritize work to meet all deadlines

Availability:

Regular business hours and after regular business hours, as necessary.

Work Environment:

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.