Administrative Assistant

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 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.

Position Summary

This position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and general business operations of the association; control of records and reports regarding operation, etc., and emergency service duties.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ensure that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
• Work with homeowners to address concerns.
• Provide administrative and clerical support to the Department Supervisor such as reports, letters/correspondence and forms.
• Assists organizing spreadsheets and documentation needed for Board of Directors meetings.
• Maintain calendars, contact lists and schedules: and conduct appropriate receiving and screening of calls and correspondence for the Department Supervisor.
• Send coded invoices to Seabreeze.
• Prepare, code and research invoices and check requests for payment of services or products related to Office functions. May include CINC research and/or contacting vendors for additional information regarding past due statements or invoices.
• Prepare Delinquency Report for monthly Management meeting using CINC. Update with necessary and pertinent information regarding delinquent accounts.
• Prepare and email monthly meeting calendar with dates and times of management, and miscellaneous meetings
• Scan and file signed Management Council Meeting minutes.
• As paperwork, invoices, contracts and other necessary paperwork is received it must be logged, copied and organized. Update Excel spreadsheet and logs.
• Request copies of invoices, from Seabreeze as necessary.
• Create and update logs – computer tech service, copier log and phone tech log.
• Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list and employee contact list.
• Work on projects when asked.
• Update procedures book as needed.
• Other tasks as assigned by Department Supervisor.
  
  

Requirements

Knowledge, Skills and Experience:

• 3 – 5 years administrative experience
• Excellent verbal and written business communication skills
• Must utilize discretion in managing highly confidential or sensitive information
• Strong interpersonal skills; able to work with all levels of management and clients
• Proven ability to manage multiple tasks with competing priorities and deadlines
• Ability to read, understand, and implement established policies and procedures
• Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
  
  

Minimum Education

• High School Diploma or equivalent required. Bachelor’s degree preferred.
  
  

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

Monday & Tuesday 8am to 3:30pm

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 us at pso2@seabreezemgmt.com.