Office Administrator (DTX2024-7446)

Company Overview:

RealManage, an Inc. 5000 firm, operates in 26 states, providing comprehensive services to homeowners' associations, condominiums, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities.

Recognized as one of the fastest-growing companies (#3 out of 5,000+ firms) in community management, RealManage delivers exceptional solutions with the best people, practices, and cloud-based/mobile technology at competitive prices.

Our Mission

RealManage is committed to exceeding customer expectations, offering transparency, and fostering innovation. We strive to measure and improve our performance rapidly, cultivate a professional, diverse, and growth-oriented work environment, and build a financially robust organization for industry-leading innovations.

Core Values:

Integrity: Always do the right thing.

Respect: Mutual respect is the foundation of every RealManage relationship.

Selflessness: Embrace teamwork and contribute to something larger than ourselves.

Personal Relationships: Recognize that business is about people, and people do business with those they like.

Always Improving: Continuously learn, grow, and evolve; at RealManage, we are always getting better.

Responsibilities

The Office Administrator provides support to the Executive Vice President of Client Solutions and ensures the Dallas VCM office runs efficiently. While ensuring the values and culture of VCM, Inc. are always demonstrated, the Office Administrator provides administrative assistance in support of the company’s goals and objectives. A successful candidate must be a self-starter, take initiative, be extremely organized and able to thrive in a fast-paced environment.

Position Responsibilities

• At all times, demonstrate and promote the mission, values and culture of VCM, Inc.
• Check and respond to voicemails, emails, and mail inbox daily.
• Provide general office administration duties to ensure our office spaces are clean, welcoming and comfortable for our guests and our employees
• Open, scan/file as needed and distribute daily incoming mail. Administration of outgoing mail, postage meter and mail related supplies and incoming/outgoing overnight mailings
• Assist both VCM EVPs with various clerical projects including occasional email maintenance, calendaring, correspondence and executive expense tracking.
• Manage company announcements for associate birthdays, anniversaries, new employees and promotions, along with purchasing gifts, cards and gift cards as needed
• Help create and coordinate various office competitions, themed campaigns, training events and other event related projects, to include printing, in-house marketing and other tasks to ensure desired outcome
• Coordinate meetings as assigned. Sends out invites, prepares materials, reserves and sets up conference rooms with audio, visual and all conference call/Zoom, etc. needs prior to meeting.
• Assists team members with various on and offsite company events on holidays, training days or other special days as designated. Ensure remote VCM offices are teleconferenced in and hosted as appropriate, providing inclusivity of remote team members.
• Assist with social media accounts as requested, taking photos during events or assigning/requesting photos of other team members
• Maintain conference room reservations as needed
• Provide/order office supplies
• Track inventory of VCM branded merch and order as necessary
• Assist operational directors and administrative team with new hire onboarding, including systems access, building access, and appropriate hardware. Ensure office space is clean, functional and welcoming before start date.
• Work with team members to assist in employee off-boarding process as needed.
• Responsible for a welcoming, clean break room, and organized storage spaces.
• Coordinate with contractors and building management regarding routine and other cleaning, facilities and maintenance issues to ensure office is clean, welcoming and the appropriate temperature
• Provide telephone back up and occasional training for Customer Service Team as needed
• Additional duties and projects, as assigned by Executive Vice Presidents.
  
  

Qualifications

Key Competencies / Qualifications

• Education: Highschool diploma or equivalent
• Previous administrative or related experience
• Ability to communicate clearly and effectively both orally and in writing
• Demonstrated proficiency in Word, Power Point, Outlook, and Excel. Microsoft Publishing, Adobe Illustrator or Canva experience helpful.
• An effective self-starter with problem solving skills who can perform a variety of work with minimal directions
• Excellent organizational and multi-tasking skills to ensure timely completion of responsibilities and proactive communication with EVPs
• Excellent, professional communication skills
• Emotional Intelligence and good judgement with high ethical and confidentiality standards
• Performs well under pressure; treats others with respect and consideration regardless of their status or position
• Adapts well to changes in the work environment
  
  

Pay and Benefits:

$18.00 to $20.00, 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)
• 11 paid Holidays