Temporary Administrative Assistant (NV)

Job Description

Job Description

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 :

This 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, personnel changes, etc., and emergency service duties.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
• Provide administrative and clerical support to the General Manager such as reports, letters / correspondence and forms.
• Prepare binders, spreadsheets and documentation needed for monthly Management Council meetings.
• Maintain calendars, contact lists and schedules : and conduct appropriate receiving and screening of calls and correspondence for the General Manager.
• Send checks and coded invoices to Seabreeze. Track checks and make sure they have the necessary signatures.
• Prepare, code and research invoices and check requests for payment of services or products related to Executive Office functions. May include C3 research and / or contacting vendors for additional information regarding past due statements or invoices.
• Receive checks from Seabreeze Management and prepare for signatures depending on account. Prepare and email monthly meeting calendar with dates and times of management, and miscellaneous meetings.
• Scan and file signed Management Council Meeting minutes. Email minutes to Seabreeze Mgmt Co.
• Covered Repairs binders – as paperwork, invoices, contracts and other necessary paperwork is received it must be logged, copied and organized for covered repairs packages. Update Excel spreadsheet and logs.
• Request copies of invoices, checks and information from Seabreeze as necessary.
• Create and update logs – computer tech service, copier log and phone tech log.
• Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list and employee contact list.
• Update procedures book as needed.

Requirements :

Knowledge, Skills and Experience :

Minimum Education :

Language Skills :

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.

Availability :

Regular business hours and after regular business hours, as necessary.

Work Environment :

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Association maintains a smoke-free environment in its offices, buildings, and Clubhouse complex.

Seabreeze 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.