HOA Assistant General Manager - Irvine, United States - Seabreeze Management Company

Description

Job Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 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.

Summary:

The Assistant General Manager provides confidential administrative, secretarial, and project support to the Senior Community Manager and Board of Directors. Responsibilities include annual meeting preparation, special elections, and ballot mail outs, independent research and preparation of administrative documents, interfacing with homeowners, contractors, Board and Committee members, making independent judgments and decisions regarding Association matters, performing special projects and administrative functions, and attends meetings as designated by the Senior Community Manager. The incumbent is also required to have knowledge of the Association's By Laws, CC&Rs, and overall operations.

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.

• Provide confidential administrative and project support to the General Manager and Board of Directors.
• Prepare correspondence and reports for the Senior Community Manager, Board of Directors and Committee Chairs.
• Assist in establishing and maintaining procedures, as required, for the efficient functioning of the office of the Association. Assure office environment is clean, orderly and supplies are ordered as required. Coordinate service as needed for maintaining office equipment (e.g. copy machine, computers, and postage machine).
• Assist General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.
• Maintain the official database of Association homeowners and residents, which requires the processing of all record changes; reviews, corrections, and updates the database on a daily basis in conjunction with the accounting department at the Management Company.
• Maintain an email address system for the residents and an electronic file for each unit for all electronic filing.
• Collect and prepare information for the Senior Community Manager's use in discussion and meetings of Board of Directors and other Association business.
• Coordinate information and compile the monthly Board packets as directed by the Senior Community.
• Prepare responses to resident correspondence as directed by the Senior Community and reports on the response.
• Prepare all violation correspondence at the direction of the Senior Community Manager.
• Prepare and mail notices to homeowners regarding rules violations, architectural control requests and performs follow up and rules enforcement administration.
• Perform special project assignments at the Senior Community Manager's direction.
• Work with and assists General Manager as directed with outside contractors to ensure successful completion of contracts.
• Contact businesses or individuals for bids and estimates as directed by the Senior Community Manager.
• Process architectural applications, correspond with homeowners to assist in architectural process as well as prepare architectural packet for committee meetings.
• Review bids for conformity to contract requirements and makes recommendations to Senior Community Manager.
• At the discretion of the Senior Community Manager, be available to inspect the property for maintenance related items, violations of the Rules and Regulations and meet with association vendors to inspect and check on projects. In addition, compose and prepare a report of items identified, and report to the Senior Community Manager on any critical items.
• Other duties as assigned

Knowledge, Skills, and Experience:

• HOA industry experience is highly preferred.
• Effectively coordinate multiple projects, use time management skills and exercise independent judgment.
• Expert English composition and written and oral communication skills.
• Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders.
• Work with confidential/sensitive information and use diplomacy in communicating such information.
• Effective project management and follow up skills.
• Professional image or business image per policy.
• Effectively and efficiently handle shifting priorities and deadlines.
• Meet scheduling and attendance requirements per policy and the position.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Professional image or business image per policy, and personal etiquette.
• Organizational, planning, project management, time management, and problem solving skills.
• Knowledge of Davis-Stirling Act and how homeowner associations are governed and managed.

Minimum Education:

High School Diploma or equivalent

Language Skills:

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

License/Permits/Certifications Required:

Valid Driver's License and State mandated vehicle insurance.

Availability:

Regular business hours and must be available for Board meetings 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