Seabreeze Management Company, Inc. · 17 hours ago
HOA Executive Assistant (CA)
Manhattan Beach,CA,US
Full-time
Onsite
Mid Level
3+ years expSeabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 residential and commercial properties. The Executive Assistant to the General Manager plays a crucial role in supporting the General Manager with homeowner concerns and facilities maintenance, while also assisting the Board and Committee activities.
Real Estate
Responsibilities
Work in coordination with other staff, contracted vendors, Management departments and the General Manager to meet the stated requirements of management contract
Work in cooperation with all staff and contracted vendors, whenever necessary, in such a manner as to promote a positive working relationship
Assist the General Manager and Staff with special projects assigned by the Board of Directors
Assist the General Manager, and Staff, in Risk Management pertaining to reported incidents by Patrol or common area damages occurring on the property
Assist and support the General Manager as the primary contact for Access Control Staff at Gate entrances
Respond to homeowner mail, service requests, and emails in a timely manner
Oversee the management of homeowner and general files and scanning of documents
Be primary contact for Board Members, Committee Chairs, or District Delegates when General Manager is not available
Assist the General Manager, as directed, with Board meeting preparation
Support General Manager as staff liaison to assigned committee(s) (Magazine, Landscape, or Social), as directed
Assist the General Manager and Facilities Coordinator with review of contracted maintenance and repairs to ensure vendors have completed and fulfilled the scope of work that meet the requirements for the continued successful operation of the association
Assist in the preparation of vendor contracts, as directed by the General Manager
Update Association website, as directed, with meeting agendas, draft of General session meeting minutes, and approved meeting minutes
Maintain Board of Directors minute books and scan to corporate folder
Maintain Association policies and operating procedures
Write, edit, and review communications, both print and online, as requested
Draft newsletter articles as requested
Draft updates or announcements to be posted to PVOAL website
Assist General Manager in ensuring the information on the On-Call Sheet is current
Assist in the coordination of required communication with Association residents
Assist the General Manager and Staff in preparing RFPs’ and obtaining proposals
Ensure legal documents, contracts, proposals, minutes, and checks are available to Board members for signing at meetings
Additional duties may be assigned, as deemed necessary, by the General Manager. Employee to follow any other instructions and perform any other duties, as requested by General Manager
Qualification
Required
Minimum of 3-5 years of community association and/or property management experience
Effectively coordinate multiple projects, use time management skills, and exercise independent judgment
Intermediate mathematics as well as written and oral communication skills
Strong internal/external customer relation skills to communicate with all levels of management, employees, homeowners, and other stakeholders
Work with confidential/sensitive information and use diplomacy and discretion in communicating such information
Effective follow-up skills
Professional image or business image, per policy, as well as personal etiquette
Organizational, planning, project management, time management, and problem-solving skills
Effectively and efficiently handle priorities and deadlines
Meet scheduling and attendance requirements, per policy
High School Diploma or equivalent required
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
Preferred
Bachelor's degree preferred
Company
Seabreeze Management Company, Inc.
Seabreeze provides full-service property management services for various property types.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Isaiah Henry
Chief Executive Officer
Paul LaiDinh
Business Partner People Operations
Company data provided by crunchbase