Executive Assistant to the Community Manager

2 weeks ago

Orinda, California, United States Seabreeze Management Company Full time
Job Overview

Introduction:

Seabreeze Management Company is a comprehensive property management organization with a varied portfolio encompassing over 90,000 residential and commercial properties. With a legacy of over 30 years, Seabreeze is dedicated to delivering exceptional client experiences to homeowners' associations and commercial common-interest developments. Our presence spans across California and Nevada, reinforcing our commitment to being a reliable advisor and collaborative partner in fostering thriving associations through outstanding service and integrity.

At Seabreeze, our people are central to our mission. We embody the philosophy, "Passion combined with commitment is unstoppable", which is reflected in our enthusiastic and customer-focused teams serving the communities we are part of.

Position Summary

At Seabreeze Management Company, we live by our motto, "People, Performance, Passion." Our Assistant to the Community Manager plays a pivotal role in enhancing our service delivery and equipping our team with the necessary resources to create vibrant communities. This role requires sound judgment and analytical decision-making, supporting the Community Manager in various capacities.

The Assistant to the Community Manager is a knowledgeable leader, providing essential administrative support to ensure smooth operations.

Key Responsibilities:

  • Deliver confidential administrative and project assistance to the Community Manager and Board of Directors.
  • Draft correspondence and reports for the Community Manager, Board of Directors, and Committee Chairs.
  • Assist in establishing and maintaining efficient office procedures for the Association, ensuring a clean and organized office environment and managing supply orders.
  • Support the Community Manager in coordinating office workflows, reports, and communications to meet deadlines.
  • Prepare violation correspondence as directed by the Community Manager.
  • Undertake special project assignments as directed by the Community Manager.
  • Contact vendors for bids and estimates to present to the Board of Directors.
  • Compile and coordinate the monthly Board packet as instructed by the Community Manager.
  • Inspect properties for maintenance issues and compliance with rules and regulations, reporting critical findings to the Community Manager.
  • Conduct research and special projects as assigned by the Community Manager.
  • Maintain the official database of homeowners and residents, ensuring accurate record-keeping in collaboration with the accounting department.
  • Manage an email communication system for residents and maintain electronic files for each unit.
  • Gather and prepare information for the Community Manager's discussions and meetings with the Board of Directors.
  • Respond to resident correspondence as directed by the Community Manager and document the responses.
  • Prepare and distribute notices to homeowners regarding various Association matters.
  • Assist external contractors to ensure successful project completion.
  • Oversee the Clubhouse operations, including securing the facility and reporting maintenance needs to the Community Manager.
  • Enforce Clubhouse rules and suggest modifications to the Community Manager when necessary.

Qualifications:

  • Ability to effectively manage multiple projects, demonstrating strong time management skills and independent judgment.
  • Exceptional written and verbal communication skills in English.
  • Strong interpersonal skills to communicate effectively with all levels of management, employees, homeowners, and stakeholders.
  • Experience handling confidential information with discretion.
  • Proficient project management and follow-up capabilities.
  • Professional demeanor in accordance with company policies.
  • Ability to adapt to shifting priorities and deadlines efficiently.
  • Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
  • Strong organizational, planning, and problem-solving skills.

Education Requirements:

  • High School Diploma or equivalent.

Language Proficiency:

Strong written communication skills and the ability to effectively engage with employees at all organizational levels.

Licenses/Certifications:

Valid Driver's License and state-mandated vehicle insurance.

Work Availability:

Regular business hours with availability for committee meetings and community events as necessary.

Work Environment:

The position is based in a standard office setting. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Seabreeze is an Equal Opportunity Employer that values diversity within our team. We do not discriminate 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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