HOA Assistant General Manager (CA)

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

The Assistant General Manager (AGM) supports the General Manager and Board of Directors through high-level administrative, operational, and project-based duties. The AGM is expected to exercise strong independent judgment, take ownership of core responsibilities, and proactively support building operations and resident satisfaction. Responsibilities include board meeting and packet preparation, homeowner communication, vendor coordination, policy enforcement, and special projects. The AGM plays a leadership role and must demonstrate strong initiative, reliability, and follow-through. The incumbent is also required to have knowledge of the Association’s governing documents and overall operations, and attends meetings as designated by the General Manager.

Essential Duties And Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities necessary for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Provide confidential administrative and project support to the General Manager and Board of Directors.

• Prepare correspondence and reports for the General Manager, Board of Directors and Chief Engineer.
• Oversees front desk associates, including managing their schedules and timecards.
• Prepares meeting minutes after each board meeting.
• Assure office environment is clean, orderly and supplies are ordered as required.
• Assist General Manager with communications to meet deadlines.
• Maintains the official database of Association homeowners and residents.
• Collect and prepare information for the General Manager’s use in discussion and meetings.
• Prepare all violation correspondence and notify homeowners.
• Perform special project assignments at the General Manager’s direction.
• Process architectural applications and correspond with homeowners in the process.
• Assists the Engineering Department with obtaining bids.
• Assists in the development and implementation of resident activities and events.
• Ensure efficient and courteous response to all resident requests, inquiries, concerns, etc. including follow up.
• Maintains accurate, efficient files for all site administration, billing etc.
• Prepares letters and incident reports.
• Establish best practices and systems for office operations, policy, and procedures.
• Coordinates and conducts new resident orientation.
• Responsible for the billing of all owner accounts.
• Responsible for reviewing the delinquency report and communicating with delinquent owners.
• Responsible for obtaining Certificates of Insurance (COIs) from vendors.
• Responsible for managing the monthly resident newsletter.
• Responsible for checking the mailbox and mail drawer daily and processing mail appropriately.
• Responsible for reconciling the HOA debit card account monthly.
• Manages all solarium reservation requests, including conducting pre- and post-inspections of the solarium to ensure proper use and condition.
• Other duties as required
  
  

Requirements

Knowledge, Skills and Experience:

• Ability to manage multiple projects, prioritize tasks, and meet deadlines with sound judgment.
• Strong written and verbal communication skills, including professional business writing.
• Experience working with diverse stakeholders and handling sensitive information with discretion.
• Proficient in Microsoft Office (Word, Excel, Outlook) and systems such as BuildingLink.
• Strong organizational, time management, and problem-solving abilities.
• Professional demeanor and adherence to attendance and scheduling requirements.
• Working knowledge of the Davis-Stirling Act and HOA governance in California.
  
  

Minimum Education

High School Diploma or equivalent

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 must be available for Board meetings 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.