Senior Front Desk

Job Description

Job DescriptionDescription:

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 Senior Front Desk ensures the smooth and professional operation of the Association’s front desk, serving as the first point of contact for residents, owners, and visitors. This role supports administrative operations, maintains accurate records, and assists the General Manager in daily association functions.

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.

• Serve as the primary Receptionist, providing information and guidance to residents, owners, and the public regarding Association policies and procedures.
• Cover the front desk during assigned shifts, managing daily operations such as accepting and processing packages, keys, and deliveries.
• Assist in developing and maintaining front desk procedures to ensure efficient office operations. Maintain a clean and organized front desk area and ensure adequate office supplies are available.
• Coordinate maintenance and service needs for office equipment (e.g., copier, computers, postage machine).
• Organize and maintain the package room on a weekly basis, ensuring all deliveries are properly logged, labeled, and stored in an orderly manner for efficient resident pickup.
• Maintain and update the Association’s homeowner and resident database via BuildingLink.
• Draft correspondence and responses to resident inquiries as assigned, ensuring timely follow-up and documentation.
• Prepare and distribute violation letters and other homeowner notices in AGM’s absence.
• Assist AGM with mailing notices to homeowners regarding annual meetings, rule updates, and other required communications.
• Support rule enforcement and compliance tracking under the direction of the General Manager.
• Assist with special projects, administrative initiatives, and event support as assigned.
• Communicate and coordinate with outside vendors and contractors.
• Assist management in obtaining bids and estimates from service providers.
• Coordinate and Conduct resident orientations and prepare welcome folders in AGM’s absence.

Supervisory Responsibilities:

• Oversee front desk staff, ensuring proper coverage and consistent delivery of high-quality customer service.
• Train, guide, and support front desk employees in daily tasks, communication standards, and office procedures.
• Monitor performance, provide feedback, and assist the AGM with scheduling and evaluations.
• Manage front desk staff schedules and shift coverage as needed to maintain smooth front desk operations.
• Ensure front desk team members adhere to company policies, confidentiality requirements, and professional standards.

Requirements:

Knowledge, Skills and Experience:

• High school diploma or equivalent required; college coursework in business, hospitality, or related field preferred.
• 2+ years of front desk, administrative, or customer service experience; HOA or hospitality background a plus.
• Manage front desk staffs schedules and shift coverage as needed to maintain smooth front desk operations.
• Prior supervisory or lead experience preferred.
• Strong communication, organization, and problem-solving skills.
• Proficient in Microsoft Office and comfortable using property management or database systems.
• Demonstrated ability to handle confidential information, multitask, and deliver excellent customer service in a professional setting.

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.

Use of the Following Computer Applications:

• Outlook MS Word Excel Adobe Acrobat Other
• MAS 90 Internet Access Power Point

License/Permits/Certifications Required:

High School Diploma or equivalent required.

Language Skills:

The individual must have 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 overtime as needed.

Work Environment:

The attendant works in a well-lighted, clean environment. S/he constantly interacts with other people and may have to handle several responsibilities at once. The Association maintains a smoke-free environment throughout its property.

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.