Administrative Assistant (VBFL2024-6598)

Company Overview:

Keystone is a Division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of Keystone and its other divisions. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage / Keystone offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage / Keystone mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry leading innovations apart from our competition.

RealManage / Keystone is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage / Keystone relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.
  
  

Responsibilities

The Administrative Specialist reports directly to the Director of Client Services and is provided direction and guidance from the Licensed Community Association Manager.

JOB RESPONSIBILITIES:

• Assist the CAM with the following tasks:
• Familiarization with Community Governing Documents
• Board of Director Meetings
• Notice Mailings
• Meeting Preparation
• Annual and Organizational Meetings
• Notice Mailing
• Meeting Preparation
• Attend Meeting to assist with sign-in, ballot and proxy counting
• Budget Meeting
• Vendor Mailing
• Notice Mailing
• Meeting Preparation
• Administrative Functions/Client Support:
• Process Warranty Deeds/Welcome Letter
• Scan and Save to Caliber
• Mail Welcome Letter
• Data entry and Record Updates
• Resident Info Sheet
• Certificate of Appointment of Voting Representative
• Email Authorization
• Directory Consent
• E-Voting Authorization
• Record Email Authorizations and Voting Representatives on related spreadsheets
• Client On-boarding
• Welcome Mailing
• Update all forms to reflect management company change
  
  

▪ Upload revised forms to the Share Drive

▪ Upload revised forms to Caliber

• Community information
  
  

▪ File appropriately to the Share Drive

▪ Upload as necessary to Caliber

• Process Sales Applications
• Process Lease Applications
• Process ARB Applications
• Process Maintenance requests:

• Create workorders
• Distribute to vendor
• Follow-up and update record
• Process Violation letters
• Follow-up and update record
• Client, Board of Directors, Vendor Communication
• Answer incoming calls
• Effective and timely client correspondence
• Greet and assist visitors
• Update and Maintain Association Forms
• Update and Maintain Association Directory (if applicable)
• Miscellaneous Community Specific Responsibilities such as, but not limited to:
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.
• Create New Homeowner Binders
• Notify necessary Vendors
• New Homeowner Orientation and provide Amenities Tour
• Conduct orientation with new residents
• Clubhouse Operations:
• Open and Close Clubhouse
• Ensure cleanliness and order of clubhouse
• All other tasks as assigned by manager(s)
  
  

Qualifications

Qualifications:

• Understands business implications of decisions.
• Treats people with respect.
• Keeps commitments.
• Inspires the trust of others.
• Works with integrity and ethically.
• Upholds organizational values.
• Follows policies and procedures.
• Completes administrative tasks correctly and on time.
• Supports organization's goals and values.
  
  

Pay and Benefits:

$18.00 to $23.00, depending on education and experience.

Benefits include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 9 paid Holidays