HOA Assistant to General Manager

Description

About Seabreeze Management Company

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 35 years. With offices throughout California, Nevada, Arizona, Idaho, and Washington, Seabreeze and its family of companies 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.

About the Community

Regency at Summerlin is a premiere 55+ plus active lifestyle community that is centered around its resort-style amenities. The community features a 16,669-square-foot clubhouse that includes state-of-the-art fitness center and indoor lap pool, multi-purpose room for community gatherings and parties, pickle ball, tennis courts to enjoy and much more.

Why Work Here

With its vibrant amenities, scenic surroundings, and strong sense of community, Regency at Summerlin creates a dynamic and engaging environment not just for residents, but also for the HOA team who supports its operations. Whether in maintenance, lifestyle or management, colleagues play a key role in maintaining the high standards and welcoming atmosphere that define life at Regency at Summerlin. Working here means being part of a team that helps deliver a resort-style experience every day.

 This job has a variety of administrative responsibilities:

Architectural Applications

• Submission of ARC to the committee
• Managing the ARC committee meetings in person and in zoom at 04:00 PM every Tuesday
• Requesting information to the homeowner
• Ensuring Applications are completed and compliant with Summerlin South Design guidelines and adheres to Regency at Summerlin Plant List.

Homeowner Complaints/ Concerns

• Keep track of complaints/ concern in Homeowner Correspondence Log
• Filter and handle complaints. Make sure that it is acknowledged and get back to
• homeowners in a timely manner.
• Review & take action on Workorders. Follow up with necessary departments on
• resolution.

Communication Support

• Drafting and sending Eblast communication to the homeowners
• Updating third party Security Guard(s) on important information; reviewing daily alerts & shift summary provided
• Prepare and upload website posts and CINC communications

Compliance

• Send courtesy reminders via eblast
• Process compliance and hearing letters after the General Manager completes
• compliance inspection.
• Manage the violation process from end-to-end. Ensure tracking system is maintained and well organized.

Board Meeting Support

• Print out and prepare binders for Board Member
• Prepare all Documents necessary for the meeting
• Post Board Meeting duties: Scanning pertinent documents and filing accordingly

Front Desk Coverage -When receptionist needs a break or takes lunch the front desk will need coverage.

CINC Website

• Update Homeowners’ information as needed
• Make sure all documents in the homeowner portal are current such as meeting minutes
• policies, governing documents, reports.

Vendor Contact

• Contact vendors for repairs, bids, and service calls.
• Maintain and draft guard orders for security team
• Additional projects such as registration update, backyard audits as needed.

Requirements

Knowledge, Skills and Experience:

• At least 2 years administrative experience in HOA industry highly desirable
• 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 residents
• Proven ability to manage multiple tasks with competing priorities and deadlines
• Ability to read, understand, and implement established policies and procedures
• Working knowledge of Microsoft Office applications (Word, Excel, PowerPoint) and able to learn property management software (CINC, Strongroom, etc.)

Min