HOA Part-Time Administrative Assistant (CA)

pDescription/ppemustrongIntroduction:/strong/u/em/ppSeabreeze 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./ppbr//ppAt Seabreeze, people are at the heart of what we do. Our philosophy, “emPassion when combined with commitment, makes anyone unstoppable”/em is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live./ppbr//ppemustrongSummary:/strong/u/em/ppThis position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operation, and emergency service duties./ppbr//ppemustrongEssential Duties and Responsibilities:/strong/u/em/ppTo 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 accommodations may be made to enable individuals with disabilities to perform the essential functions/pulliProvide administrative and clerical support to the General Manager such as reports, letters/correspondence and forms./liliEnsures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner./liliPrepare board packets, spreadsheets and documentation needed for monthly Board of Director meetings./liliMaintain calendars, contact lists and schedules: and conduct appropriate receiving and screening of calls and correspondence for the General Manager./liliSend checks and coded invoices to Seabreeze. Track checks and make sure they have the necessary signatures./liliPrepare, code and research invoices and check requests for payment of services or products related to office functions. May include C3 research and/or contacting vendors for additional information regarding past due statements or invoices./liliPrepare drafts of Board Meeting minutes. Scan and file signed minutes upon Board approval./liliMaintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list and employee contact list./liliUpdate procedures book as needed./li/ulpRequirements/ppemustrongKnowledge, Skills and Experience:/strong/u/em/pulli3 – 5 years administrative experience/liliExcellent verbal and written business communication skills/liliMust utilize discretion in managing highly confidential or sensitive information/liliStrong interpersonal skills; able to work with all levels of management and clients/liliProven ability to manage multiple tasks with competing priorities and deadlines/liliAbility to read, understand, and implement established policies and procedures/liliAdvanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)/li/ulpemustrongRequired education:/strong/u/em/pulliHigh school or equivalent/li/ulpemustrongRequired experience:/strong/u/em/pulliAdministrative Assistant: 3 years/li/ulpemustrongLanguage Skills:/strong/u/em/ppbr//ppThe individual must have strong written and verbal communication skills to communicate effectively with employees and clients at all levels of the organization./ppbr//ppemustrongAvailability:/strong/u/em/ppbr//ppThe schedule is 12 hours/ week with the ability to work a flexible schedule that may include holidays. No weekends.nbsp;/ppbr//ppemustrongWork Environment:/strong/u/em/ppThe work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions./ppbr//ppSeabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon 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. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166./p