HOA Executive Assistant (CA) Job at Seabreeze Management Company Inc in Los Ange

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 position is under the direct supervision of the General Manager (GM). The Administrative Assistant is responsible for greeting guests/residents and ensuring that their needs and requests are met. The Administrative Assistant also is a liaison for the Courtesy Officer team and Maintenance crew. Major attributes for this position include diplomacy, patience, customer friendliness, and flexibility. 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 and interacts with staff, residents, guests, contractors, and others Reports any unusual conditions or needs promptly to all contracted services representatives as directed Performs thorough daily inspections of front desk area, supplies & equipment Exercises care in use of supplies and equipment, to avoid overuse Promptly forwards all housekeeping and maintenance issues reported by Courtesy Officers to the General Manager. Forwards incident reports (safety & property) to General Manager. Oversees Key Management, building inspection reports, incident summary reports. Manages calendar for Moves & Amenity reservations Handles vendor access Monitors radio calls to ensure timely response from roving access control guard and monitors Courtesy Officer’s location. Answers incoming phone calls/directs incoming calls. Directs vendors, guests & contractors. Oversees vendor & guest parking. Signs in visitors; guest & vendor sign-ins. Handles and sorts all incoming and outgoing mail. Manages all responsibilities related to packages received and the package storeroom and administration of package tracking system. Maintains all documentation and logs, including incident reports. Directs Courtesy Officer to post notices on all bulletin boards. Directs Courtesy Officer to assist homeowners with lockouts. Manages key control. Assists residents with welcome packets, moves, fobs & amenity reservations. Masters & understands all Emergency Procedures (EP) described in EP Manual. Documents & forwards observed or reported rule violations to General Manager. Responds to leak reports per procedure & forwards leak incident report. Performs data entry into CINC. Understands property rules and regulations and other governing documents for compliance purposes and reports any noncompliance matters as necessary. Other duties as assigned or requested by supervisor. Requirements Knowledge, Skills and Experience: Demonstrate exceptional customer service, serving as an ambassador for the company, and encouraging other employees to do the same. Ability to deal with problems involving several concrete variables in standardized situations. Ability to read and interpret documents such as operating and procedural manuals. Ability to perform basic math skills such as addition, subtraction, multiplication and division. Requires strong communication, organizational, decision-making and interpersonal skills. Ability to be detail-oriented while maintaining thorough follow-through. Working knowledge of Microsoft tools, conduct internet searches and CINC software. 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. #J-18808-Ljbffr