Administrative Assistant (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 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 30 years. With offices throughout California and Nevada, Seabreeze 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.

Summary:

Provide administrative support to the General Manager and provide assistance and excellent customer service to residents.

Essential Duties and Responsibilities:

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation will be made to enable individuals with disabilities to perform essential functions.

• Answer all incoming phone calls.
• Receive and distribute FAX correspondence.
• Receive and distribute mail to the addressees.
• Assist residents as necessary who have general questions.
• Support resident needs for office services, such as Grove’s stickers for cars, copy services, changes in security access, rental of parking spaces, ordering of mailboxes and mailbox name plates, etc.
• Manage and update all additional charges such as TV service, RV and Overflow parking rents, miscellaneous billings for resident purchases, assessment of additional fines, etc.
• Mail statements that cannot be delivered directly to residents’ homes.
• Arrange to have statements delivered to residents’ home sites. (Normally between the 25th and 28th of each month)
• Match up checks with voucher records and submit them for signature to authorized Board Members.
• Receive approved checks and prepare for mailing.
• File all accounts payable records, with check stub attached, into the accounts payable records.
• Maintain records of RV and Overflow storage areas.
• Keep records of residents in assigned spaces and update the monthly billing list with any changes in billing charges that might take place with each resident.
• Maintain a file of each resident’s vehicle registration and insurance coverage.
• Maintain a waiting list when no space is available for a particular resident.
• Work with residents to assign available spaces to those on the waiting list when spaces become available.
• Monthly collections.
• In addition to the monthly payments made by residents, there are several other revenue sources that must be collected monthly such as; loan payments on notes, membership sales, membership transfer fees, cable TV advertising receipts, mailbox sales, gas and water meter installation, etc.
• Collect coins from the car wash and Laundromat (Usually on or near the 1st of each month).
• Collect coins from the popcorn machine and office copy can.
• Count and sleeve coinage and prepare deposit slips for the amounts received.
• Purchasing of supplies and materials.
• Manage inventory of stationery and stationery supplies for office use.
• Order replacement stationary items once per week if necessary.
• Prepare stationary order needs, cost it out, and obtain approval from the General Manager before placing the order.
• Place order by phone or online.
• Order name plates for residents when requested.
• Upon receipt, contact residents and advise them they need to pay $33.00 for the nameplate. Give them the option to either install the nameplate themselves or arrange for maintenance to install it on their behalf.
• General Record Keeping.
• Keep records on vehicle stickers issued by residents.
• Update phone directory as changes occur with residents and phone numbers.
• Update Groves Security program with all changes that affect residents, their contact information, car and sticker information, and authorized guests.
• Set up new resident folders and maintain existing resident folders with any new information that needs to be added to the file.

Requirements

Knowledge, Skills, and Experience:

• 1-2 years of administrative support experience.
• Possess strong interpersonal, communication, and organizational skills.