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:

Provides administrative support to the Director of Grounds Maintenance/Golf Course Superintendent. Serves as the primary point of contact for residents, staff, vendors, and the public, ensuring clear communication and efficient coordination of maintenance operations.

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

Communication:

• Answer and directs phone calls; takes messages and follows up as needed.
• Responds to resident inquiries and work orders with clear and helpful information.
• Monitors department email inboxes and make sure messages are reported and answered on time.
• Prepares and reviews emails, memos, letters, and reports.
• Acts as the main contact between the Director of Grounds Maintenance/ Golf Course Superintendent, residents, staff, vendors, and the public.

Scheduling and Organization:

• Schedules appointments and keeps department calendars up to date. Coordinates vendor meetings and conference calls for the department manager.
• Maintains both electronic and paper filing systems.
• Helps organize and track projects, including delivery of materials and inventory needs.
• Prepares and submits required County reports and ensures license renewals are completed on time.

Administrative Support:

• Orders and tracks office supplies and equipment parts to maintain proper inventory.
• Assists with researching proposals and pricing; prepares expense reports as needed.
• Maintains records such as gas logs, maintenance reports, and equipment inventories.
• Enters and updates information in department databases.
• Provides day-to-day administrative support to the Golf Course Maintenance team.
• Perform other assigned duties related to Golf Course Maintenance operations, which may include occasional off-site errands.

Knowledge, Skills and Experience:

• High school diploma or equivalent required; some college coursework or administrative training preferred.
• 2+ years of administrative support experience, ideally in facilities, maintenance, or hospitality settings.
• Ability to understand and follow written and verbal instructions.
• Strong written and verbal communication skills, including English composition.
• Demonstrated ability to build and maintain positive relationships with staff, management, vendors, and residents.
• Experience handling confidential and sensitive information with discretion and professionalism.
• Skilled in supporting electronic communications and maintaining accurate records.
• Ability to manage shifting priorities and meet deadlines in a fast-paced environment.
• Reliable attendance with flexibility to work split shifts, evenings, weekends, and holidays as needed.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong organizational, time management, and problem-solving skills.
• Able to work independently, show initiative, and follow through on tasks to completion without constant supervision.
• Maintains a professional appearance and demeanor in line with company policy.
• Bilingual in English and Spanish preferred.

Minimum Education:

High School Diploma or equivalent

Experience in an administrative role is preferred.

Language Skills:

The candidate must have good written communication skills, and the ability to communicate effectively with employees at all levels of the organization, both verbally and in writing.

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.

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 accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.