Business and Data Analyst (VBFL2023-5291)

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.

 

JOB RESPONSIBILITIES

 

Business Analysis

 

• General Profit and Loss Analysis
• Categorization of Client Contracts
• Research new applications and cost saving opportunities

 

Market Analysis

 

• Monitor, Track and Report Sales and Lease Transactions
• Monitor, Track and Report Market Prices

 

Process Analysis/Quality Control

• Assist DOCS with the standardization of all business-related documents and processes.
• Assist in establishment of job flow, processes and procedures.
• Proof all outgoing mailings
• Audit Client Requirements
• Frequently Asked Questions (Updated annually)
• Board Member Certifications
• Reserve Studies

 

New Client Support

 

• New Client On-boarding
• Establish Client File on Share Drive
• Intake, sort, scan and file records
• Assign Acronym and Printing Code
• Obtain Questionnaire
• Take action based upon information received
• Caliber Initial Set-up
• Input Dashboard Data
• Input Contacts
• Upload Association Information to Portal
• Add Plat Map and Assign Homeowners
• Coordinate and Assist Admin in Portal Launch
• Create Outlook Contacts and Association Distribution List
• Upload pertinent documents to Homewise

 

Administrative/Centralization Functions

 

• Business License(s)/Renewal(s)
• Track, Maintain and Coordinate Association Insurance
• Coordinate Renewals with CAM and Agent
• Upload policies to Share Drive
• Input policy information into Caliber
• Obtain Insurance Appraisals for condos (every 36 months)
• Track and Report Annual Meetings and Mailings
• Track and Report Budget Meetings and Mailings
• Track and Report DBPR Condo/Co-op Reporting and Inspections
• Track and Report Year-end Financial Notifications
• Complete Annual State of Florida Updates/Filings for all Associations
• Maintain Homewise Documents and Budgets
• Complete Homewise Questionnaires, Affidavit of Funds for all Associations
• Monitor General Keystone Email Inboxes and Distribute as Necessary
• Coordinate and Prepare all Record Requests
• Coordinate and Prepare all Records of Terminated Association

 

Office Space

 

• Monitor space, evaluating cleanliness, safety and organization
• Monitor related space equipment (i.e. Air conditioning, Alarm System, etc.) to ensure in working order
• Coordinate regular maintenance and scheduling of repairs/replacements

 

Office Equipment

 

• Monitor office equipment to ensure equipment is in working order
• Schedule and/or order parts and service as necessary

 

Office Supplies/Procurement

 

• Monitor office supplies to ensure sufficient quantities, being mindful of increased needs due to mailings, meetings, etc.
• Schedule and/or order supplies as necessary
• Association Purchases
• Marketing Swag

 

Miscellaneous

 

• Serve as an ambassador of corporate culture and growth by leading by example.
• Read and comply with the Real Manage and Keystone Property Management Group’s Employee Handbooks.
• Follow all policies and Standard Operating Procedures as directed by Management.
• Perform and or participate in any range of special projects, tasks and other related duties/tasks as assigned by Management.
• Comprehensive skills in Excel to include vlookup, pivot tables and search & index functions.
• Basic familiarity with a variety of database types and interfaces (Microsoft Access, Oracle, various text formats, ODBC, OLE DB).
• Basic understanding of SQL preferred
• Familiarity with basic accounting terminology and practices is preferred.
• Strong troubleshooting skills and analytical thinking to resolve issues.
• Positive, proactive, take charge attitude and attention to detail.
• Strong time management skills with the ability to meet deadlines for multiple, concurrent projects.
• Ability to quickly gain working knowledge of product, interpret requirements, and recommend solutions.
• Excellent verbal and written communication skills.
• Two or more years of experience in data conversion or a related field.
• Bachelor's Degree or higher in Computer Science or Information Technology, equivalent work experience, or certifications and technical training (Microsoft Certification is a plus)
• Understanding of general business and accounting principles and practices sufficient to manage accounting related data.
• Experience with HOA property management software is preferred, particularly Jenark and TOPS Software

 

Pay and Benefits

 

$57,000 to $59,000 , 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