Assistant Property Manager

2 weeks ago

Pleasanton, California, United States Seabreeze Management Full time

Overview:


Seabreeze Management Company is a comprehensive property management organization overseeing a varied portfolio of over 90,000 residential and commercial properties.

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

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

At Seabreeze, our people are central to our mission.

Our guiding principle, "Passion combined with commitment makes anyone unstoppable," is embodied by our enthusiastic and customer-focused teams who serve the communities where we operate.


Position Summary:


If you thrive in a dynamic work environment where your contributions are valued, this role is tailored for you.

This position is responsible for supporting all administrative functions of the property management team and ensuring that homeowner association setup/information in CINC is accurately maintained.

You will create the first impression for homeowners and vendors visiting the office for assistance and meetings.

To excel in this role, having some industry knowledge is beneficial, but we are committed to providing the necessary training.

This position is ideal for individuals who enjoy supporting a team, can anticipate needs proactively, are well-organized, and can navigate multiple tasks and shifting priorities based on client and Community Manager requirements.


Key Responsibilities:
To successfully perform this role, an individual must be able to execute each essential duty effectively. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Welcomes scheduled and walk-in visitors, directing them to the appropriate area or person in a courteous, respectful, and professional manner at all times.

Answers and screens office telephone calls, directing them appropriately.
Takes detailed messages, arranges conference calls and/or meetings, and prioritizes emergency repair requests by promptly informing the Community Manager.
Reads and routes incoming mail, locating and attaching the appropriate file for the Community Manager's response.

Assists the Community Manager in handling all homeowner requests received via telephone, in person, in writing, or online.

Under the guidance of the Community Manager, organizes and maintains association records, documents, and homeowner correspondence related to association business procedures.

When requested, drafts correspondence and communication for the same.

Supports all administrative functions, ensuring that records are well-organized and community forms and documents are current and updated.

Prepares outgoing mail and correspondence, including emails and faxes.
Creates new forms/templates in CINC and maintains procedure manuals.

Drafts violation letters to residents, manages related phone calls, and reports findings to the Community Manager for resolution in accordance with regulations established by the Board of Directors.

At the request of the Community Manager, may attend board meetings and assist with administrative tasks and recording meeting minutes.

Additionally, assists with annual members' meetings by handling notices, proxies, and agendas.

May support the Community Manager in coordinating meeting packets; prepares and delivers them to Board Members prior to scheduled meetings.

Assists new home buyers and real estate professionals by providing copies of required documents for purchase completion.
Performs other duties as assigned.
Requirements

Knowledge, Skills, and Experience:
High School Diploma or equivalent; two (2) year or four (4) year college degree preferred.
Minimum three (3) years of general administrative experience; previous industry experience is highly desirable.
Familiarity with CINC, Strongroom, AppFolio, or other property management platforms is highly desired.
Excellent communication skills, both verbal and written.
Customer service oriented.
Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
Strong organizational and time management skills.
Ability to receive direction from multiple individuals and prioritize work to meet all deadlines.

Availability:
Regular business hours and after hours as necessary.

Work Environment:
The work environment is a typical office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Seabreeze is proud to be an Equal Opportunity Employer that values the diversity of our team.

We do not discriminate based on 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.

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