Community Association Executive

2 weeks ago

Irvine, California, United States Seabreeze Management Full time

Overview:


Seabreeze Management Company stands as a premier property management organization, overseeing a varied portfolio that includes over 90,000 residential and commercial properties.

Located in Aliso Viejo, California, Seabreeze has been dedicated to delivering an exceptional client experience to commercial common-interest developments and homeowners' associations for more than three decades.

With a presence across California and Nevada, Seabreeze has broadened its mission to serve as a reliable advisor and collaborative partner, fostering vibrant associations through outstanding service and integrity.

At Seabreeze, our people are central to our mission.

Our guiding principle, "Passion combined with commitment creates an unstoppable force," is embodied by our enthusiastic and customer-focused teams who engage with the communities we serve.


Position Summary:
At Seabreeze Management Company, we embody our motto, "People, Performance, Passion," in our daily operations.

By consistently enhancing the services we provide and equipping our team with essential resources, we empower the creation of thriving communities.

The General Manager, through sound judgment and analytical decision-making, serves as the guiding force of our motto, overseeing the entire homeowner association under the direction of the Seabreeze Board of Directors.


Key Responsibilities:

Administrative Oversight:
Supervise office personnel, vendors, and suppliers to achieve the Association's objectives as set forth by the Board of Directors.
Compose correspondence in alignment with Board policies and other relevant communications regarding the Homeowner Association.
Organize and direct all office operations.
Manage the work efforts and schedules of all office staff.

Ensure that the Association's insurance coverage is sufficient as per governing documents, reviewing it as necessary.

Establish and maintain relationships with the Association's legal counsel, following the guidelines set by the Board of Directors.

Review and authorize employee timesheets at the end of each pay period, ensuring that personnel files are accurately maintained for all employees, including vacation and sick leave records.

Perform additional duties as required by business needs.

Financial Management:


Collaborate with the Board of Directors, Finance Committee, and Management Company to assist in formulating the Association's annual operating and reserve budgets.

Conduct analysis and research on potential increases or decreases in operating and reserve expenses and income items within the Association's annual budget.

Provide the Board of Directors with written justifications for any budgetary adjustments to the Association's annual operating and reserve budgets.

Deliver data and historical comparisons regarding budgetary trends to the Board of Directors.
Monitor all Association budget accounts throughout the year to identify variances and seasonal changes.

Vendor Management:
Ensure accurate accounting and reconciliation for work and change orders.

Compile and maintain a list of vendors for the Association, ensuring that there are three vetted and qualified vendors for essential services such as carpentry, electrical work, project management, landscaping, and plumbing.


Contract Management:


Under the direction of the Board of Directors, draft specifications for Requests for Proposal.

Review and oversee any open Request for Proposal requirements that necessitate Board approval, as prepared by designated individuals.

As directed by the Board of Directors, provide draft bid proposals to the Association's legal counsel for review prior to presenting them to the Board.

Accept contracts based on specifications upon Board approval.

Accounting Oversight:
Ensure that the Financial Manager verifies journal entries through the Association's monthly unaudited financial statements.

Review and approve Association checks for payment of invoices, ensuring that the appropriate budget line item is utilized.

Offer recommendations to the Association's Board of Directors regarding the effective use of financial resources and prioritization of expenditures on a monthly, quarterly, and annual basis.

Collaborate with Accounts Receivable to monitor delinquent Association Member accounts, ensuring compliance with the assessment collection process as outlined in the governing documents.

Oversee the receipt of all monetary payments made to the Association for amenities and access items.

Ensure timely receipt of monthly unaudited financial statements from the Association's financial manager for review by the Treasurer.


Maintenance Coordination:
Plan and schedule maintenance for common areas and amenities of the Association.

In collaboration with the Maintenance Committee, evaluate the overall condition of Association property and amenities, gather observations, and provide recommendations to the Board of Directors.

Work with vendors and contractors to address and resolve issues related to the completion of contracted projects.

Advise the Board of Directors on vendor/contractor issues, providing recommendations and following the Board's guidelines for resolution.

In conjunction with the Maintenance Committee, inspect and investigate any unsafe vendor/contractor practices and conditions, recommending appropriate actions to the Board.


Office Management:
Screen and interview potential candidates for office positions.
Train and supervise both new and existing employees.
Terminate employees when necessary, adhering to Management Company policies.

Conduct research on position and wage standards to ensure competitive wages, hours, and working conditions.

Provide guidance and development opportunities to employees regarding work practices and performance.
Conduct annual performance evaluations for employees and make salary recommendations.
Qualifications:

Knowledge, Skills, and Experience:
A minimum of 5 years in community association and/or property management.
Experience with high-rise properties is essential.
5 years of supervisory experience, with a proven ability to motivate and build strong teams.
Ability to effectively manage multiple projects, utilizing time management skills and independent judgment.
Intermediate proficiency in mathematics and strong written and oral communication skills.
Excellent customer relations skills to engage with all levels of management, employees, homeowners, and stakeholders.
Ability to handle confidential information with discretion and diplomacy.
Strong follow-up skills.
Professional demeanor and personal etiquette as per policy.
Organizational, planning, project management, time management, and problem-solving skills.
Ability to effectively manage priorities and deadlines.
Adherence to scheduling and attendance requirements as per policy.

Computer Proficiency:
Familiarity with Outlook, MS Word, Excel, and Internet applications.

Education:
A High School Diploma or equivalent is required; a Bachelor's degree is preferred.
CCAM or CMCA designations are desirable.

Work Environment:
The work environment is typical of an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Seabreeze is committed to being an Equal Opportunity Employer, celebrating the diversity of our workforce.

We uphold a policy of non-discrimination based on race, religion, color, national origin, gender, sexual orientation, gender identity, age, veteran status, disability, or any other legally protected status.

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