Administrative Specialist; NV

About Seabreeze Management Company

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.

Rhodes Ranch offers an exceptional recreational lifestyle centered around its resort-style amenities. The community features the R-Club, a 35,000-square-foot recreation center equipped with a full gym, indoor basketball and racquetball courts, meeting rooms, and a social lounge.

With its vibrant amenities, scenic surroundings, and strong sense of community, Rhodes Ranch creates a dynamic and engaging environment not just for residents, but also for the HOA team who supports its operations. Whether in maintenance, recreation, management, or resident services, colleagues play a key role in maintaining the high standards and welcoming atmosphere that define life at Rhodes Ranch. Working here means being part of a team that helps deliver a resort-style experience every day.

The Administrative Specialist is responsible for performing a variety of clerical and document support tasks with a focus on scanning, organizing, and maintaining digital records. This role supports the overall efficiency of the office by ensuring that documents are accurately filed, securely stored, and easily retrievable.

• Scan, label, and electronically file physical documents in accordance with company naming conventions
• Prepare documents for scanning by removing staples, repairing tears, and ensuring readability
• Maintain organized digital and physical filing systems to ensure quick retrieval and long-term storage
• Perform routine data entry, file cleanup, and quality control checks to maintain accurate records
• Ensure documents are properly labeled, dated, archived, and securely stored
• Maintain official HOA records including governing documents, policies, resolutions, contracts, and related materials
• Ensure documentation complies with Nevada state laws, HOA regulations, and governing documents
• Track updates, amendments, approvals, policy changes, and expirations (contracts, insurance, licenses)
• Assist with audits, inspections, and legal documentation requests
• Prepare, assemble, distribute, and archive board meeting packets and minutes
• Maintain accurate records of board actions and resolutions
• Provide residents with copies of governing documents upon request
• Respond to document-related inquiries in a timely and professional manner
• Support management, board members, legal counsel, and other departments with documentation needs
• Handle sensitive and confidential information with discretion and professionalism
• Control access to restricted documents and ensure proper document security
• Assist with general administrative duties such as photocopying, printing, assembling packets, and basic filing
• Other duties as assigned

• Minimum 2 years of experience in the HOA industry, managing homeowners’ associations, city government, or related administrative experience
• Strong analytical, problem-solving, and creative thinking skills with a customer service-driven mindset
• Excellent, effective, and diplomatic verbal and written communication skills
• Strong attention to detail with exceptional organizational and document control abilities
• Knowledge of records management best practices and understanding of HOA governing documents and regulations (or…