SMC Coordinator

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:

At Seabreeze Management Company (SMC), our motto is “People, Performance, Passion,” and we live it every day. By continually improving the service we offer our clients and empowering our team with the tools they need, we create thriving communities wherever we operate.

The Maintenance Coordinator / Administrative Support Specialist provides essential operational support under the direction of the Senior Director. This role is responsible for coordinating maintenance activities, delivering excellent customer service, supporting basic accounting functions, and ensuring efficient administrative operations. The ideal candidate is highly organized, responsive, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities:

Work Order & Maintenance Coordination

• Receive and prioritize urgent or emergency work orders generated by homeowners, clients, or association managers.
• Evaluate the urgency of requests and dispatch appropriate personnel or schedule work with area supervisors accordingly.
• Assign work orders to technicians and maintain accurate scheduling records based on instructions and scheduling meetings.
• Ensure all incoming emails are responded to or assigned by the end of each business day.
• Monitor progress and follow up with technicians and supervisors to confirm completion of work orders.
• Communicate status updates and actions taken to clients, managers, and internal stakeholders.

Customer Service & Communication

• Serve as a key point of contact for homeowners, clients, and internal teams.
• Provide timely updates and maintain clear communication regarding service requests and project status.
• Ensure a high level of customer satisfaction through responsiveness and professionalism.

Accounting & Financial Support

• Process billing and invoices for completed services on a weekly or per-project basis.
• Reconcile expenses, billings, and purchase records to ensure financial accuracy.
• Assist with accounts receivable (AR) reconciliation and tracking.
• Monitor and track vendor quotes to ensure deadlines are met.

Administrative Support

• Assemble and distribute proposal packages for client review.
• Order materials, equipment, and labor resources needed for scheduled billable work.
• Assist in maintaining inventory of tools and equipment.
• Generate and distribute daily, weekly, and monthly operational reports.

Safety & Compliance

• Ensure all personnel involved in job-related incidents complete an Incident Report promptly, regardless of injury severity.
• Support adherence to company safety policies and procedures.

Project & Event Support

• Assist with special projects, community events, and operational initiatives as assigned by the supervisor.
• Provide general administrative support to enhance team efficiency.

Additional Duties

• Perform other related duties as assigned to support business operations.

Knowledge, Skills and Experience:

• Minimum of three-year related job experience.
• Must demonstrate a positive attitude and a professional, polite demeanor
• Possess a valid state issued driver’s license with a clean driving record, and the ability to proficiently operate a standard transmission vehicle.

Minimum Education:

· High School Diploma or equivalent required.

Language Skills:

The position requires proficiency with U.S. English. The individual must have strong written and verbal communication skills in order to communicate effectively with employees and clients at all levels of the organization.

Use of the Following Computer Applications:

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

Availability:

Regular business hours.

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.