New Development Coordinator (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 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 is primarily responsible for new development escrow coordination, builder bond release tracking, builder billing and administrative services supporting the DRE Consulting team. Job duties may vary based on the need of the department and/or at Manger’s discretion.

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.

A. New Development Escrow Setup

• •Initial C3 homeowner account setups.
• •Assist in the preparation and tracking of new development escrow demand statements.
• •Performs copying, scanning, faxing, FedEx and emailing duties related to the New Development escrow process.
• •Work with outside escrow companies when applicable.
• •Maintain both physical and electronic filing system.
• •Updating, input and tracking of all appliable spreadsheets.

B. Administrative Responsibilities

• •Assist in maintaining client contact information lists.
• •Performs copying, scanning, faxing, FedEx and emailing duties related to the DRE/New Development Department.
• •Maintain both physical and electronic filing system.
• •Coordinate all internal and external meetings as applicable. Prepares agendas, meeting minutes, and reminders and follow up as requested.
• •Works closely with the new development and transition teams on gathering new community information for onboarding into ongoing management operations.
• •May be responsible for managing incoming client phone calls and emails.
• •Track/process Assessment Bond releases.
• •Track/process Subsidy Bond releases.

C. New Development A/R Billing

• •Run and reconcile recurring charges.
• •Prepare and track New Development HOA phasing changes and corresponding phase assessment rate changes.
• •Prepare and track budget update requests.
• •Applying homeowner and developer payments to the proper bank accounts.
• •Make all homeowner account adjustments in C3 to keep homeowner account status current.
• •Prepare builder client assessment invoices for unsold units, bill backs and potential subsidies.
• •Prepare and track monthly Builder DQ reports.

Requirements

Knowledge, Skills and Experience:

• •Ability to follow established standards and procedures for processing and prioritizing work and performing tasks
• •Ability to work under moderate supervision of Manager
• •Excellent customer service and relationship building background/skills
• •Demonstrate effective communication skills consisting of verbal, written and listening skills
• •Collaborative decision-making and problem-solving skills
• •Demonstrate strong organizational skills and time management abilities while working in a fast-paced, multitasking environment
• •Set and communicate deadlines and follow through on tasks for clients and colleagues
• •Must be able to work independently and in a team environment
• •Proficient in Microsoft Excel
• •Property Management, Escrow or Budgeting background a plus
• •Must be analytical, proactive and detail oriented

Minimum Education:

High School Diploma or equivalent required. Bachelor’s degree preferred.

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.

License/Permits/Certifications Required:

Valid Driver’s License and State mandated vehicle insurance.

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.

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 Renee Lott at (949) 599-2139.