HOA Assistant General Manager

Description

Introduction:

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. 

Summary

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. Through sound judgement and analytical decision-making, the Assistant General Manager as a compass of our motto and, under the guidance of the General Manager, assists the community General Manager and manages the community Lifestyle program.

The Assistant General Manager supports the day-to-day operations of the association and works closely with the General Manager to help keep everything running smoothly. This role includes a mix of administrative tasks, resident communication, and vendor coordination. It’s a great fit for someone who’s organized, dependable, and enjoys being involved in the daily activity of the association.

Essential Duties and Responsibilities: 

• Provide confidential administrative and project support to the General Manager and Board of Directors.

• Draft correspondence, reports, meeting minutes, and agendas.

• Coordinate office workflow, manage timelines, and maintain inventory and supplies.

• Maintain and update the homeowner and resident database in coordination with accounting.

• Prepare monthly Board packets and assist in organizing meetings, elections, and other governance-related communications.

• Assist in drafting and distributing notices related to assessments, insurance, rule violations, and architectural requests.

• Respond to resident correspondence and track follow-up items.

• Conduct property inspections for rule violations and maintenance issues; compile findings and report to the General Manager.

• Obtain vendor bids and proposals for Board consideration; coordinate on-site vendor visits and project oversight.

• Liaise with contractors and ensure timely, high-quality completion of projects and services.

• Plan and coordinate community social events, classes, and workshops to promote resident engagement.

• Create and distribute monthly event calendars and promotional materials.

• Plan, promote, and execute community social events, classes, and workshops to encourage resident engagement.

• Create a monthly event calendar and coordinate all logistics, including setup, vendor management, and clean-up.

• Supervise the use of Clubhouse facilities and maintain reservation schedules, set-ups, and facility readiness.

• Support the Recreation Committee with meeting attendance, event planning, and budget tracking.

• Maintain Clubhouse bulletin boards, flyer racks, and communication materials with current information.

• Manage event budgets and submit fund requests with supporting documentation.

• Maintain inventory and order supplies for activities and the Clubhouse.

• Assist with preparation and deposits for special events and resale shop accounts.

• Open and secure the Clubhouse as needed; report facility concerns or maintenance needs to the General Manager.

• Ensure compliance with Clubhouse rules and recommend updates where appropriate.

• Provide hands-on assistance for event set-up and breakdown, including lifting tables/chairs (must be able to lift up to 60 lbs).

• Manage waste disposal after events and handle trash receptacle duties weekly.

• Other duties as assigned

Requirements

Knowledge, Skills and Experience:

•  3–5 years of administrative or property management experience, preferably within a large-scale HOA or hospitality environment.
•  Strong interpersonal and organizational skills with the ability to multitask and manage shifting priorities.
•  Event planning or hospitality experience a plus.
•  Proficiency in Microsoft Office Suite and