Onsite Administrative Assistant (Cape Royale)

RealManage Elevated Onsite 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 RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. 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.

RealManage Elevated Onsite 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 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.
• Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued.
• Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.
  
  

RealManage has earned the prestigious Certified™ recognition from Great Place to Work®, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience.

Position Summary

The Administrative Assistant plays a vital role in the management of trailer storage oversight, architectural review processes, property compliance, and enforcement of deed restrictions for the community. This position ensures that all construction, renovation, and exterior modification projects meet community guidelines, and that owners remain in compliance with community standards. This individual acts as the primary point of contact for project applications, owner communications, violation processing, and documentation for both the ACC and Deeds Compliance Committees.

Key Responsibilities

Architectural Control Committee (ACC) Support:

• Assist owners with ACC application processes, explain project requirements, and provide ongoing support throughout the review process.
• Review incoming project applications, verify documentation, calculate fees, and confirm no outstanding balances on owner accounts before submission to the ACC.
• Issue permits and maintain all related documentation in Google Sheets, Cape Files, and Ciranet.
• Attend bi-monthly ACC meetings and assist in preparing agendas, meeting minutes, and project summaries.
• Serve as liaison between the ACC Committee and property owners regarding application requirements, procedures, and approvals/denials.
• Generate and send approval or denial letters with required supporting documents.
• Maintain a master ACC Projects spreadsheet and Fee tracking sheet; update weekly.
• Prepare permits, track project start/dry-in/end dates, and enforce proper permit display.
• Monitor active projects, communicate with owners regarding progress, and coordinate final inspections.
• Handle project complaints and ensure timely ACC involvement.
• Process final project documentation and oversee refund coordination for deposits.
• Track permanent variances and notify owners of filing responsibilities at the County Clerk’s office.
  
  

Deed Restriction Compliance

• Collaborate with the Deeds Compliance Committee to enforce community standards and restrictions.
• Attend monthly Deeds Committee meetings; assist in agenda and minutes preparation.
• Issue violation notices, pre-fine notices, and fine letters following owner communication by phone and email/mail.
• Maintain the Deeds Violation spreadsheet and update with notes, status changes, and photos.
• Escalate unresolved violations in a timely manner and coordinate with the appropriate Committee member or Community Manager.
• Ensure fines are accurately added to owner accounts weekly.
• Close resolved violations and maintain proper documentation in Cape Files and Ciranet.
• Coordinate ACC involvement for violations requiring approval prior to corrective action.
• Manage approval of temporary variances as needed (e.g., RV/camper parking).
  
  

Administrative & Owner Communication

• Maintain accurate digital filing systems across Cape Files and Ciranet for all ACC and Deeds-related documents.
• Ensure consistent owner communication and follow-up via phone and Ciramail (for documentation).
• Create and manage tasks in Ciranet to track the lifecycle of applications, violations, and projects.
  
  

Trailer Storage Management

• Assign trailer slips, process lease agreements, and maintain accurate records in the trailer storage spreadsheet.
• Add applicable trailer storage fees to owner accounts.
  
  

911 Addressing

• Maintain and update the 911 Address spreadsheet based on owner submissions and major project applications.
• Coordinate with Accounting/AR for address changes and ensure legal descriptions and occupancy status are accurate.