Onsite Administrative Assistant (CFL2023-4866)

GrandManors 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 GrandManors 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 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.

The Administrative Assistant assists in the management of daily operations of community associations delivering professional services and exceptional customer satisfaction in accordance with the service level agreement, and in alignment with the company’s guiding principles.

• Vendor relationships & follow up
• Handling day-to-day tasks and communication in a fast-paced environment
• Assisting owners with questions regarding policies and procedures
• Assisting owners with HOA related issues and communicate to CAM when appropriate
• Opening all mail and packages and distribute appropriately
• At the direction of the CAM, electronically filing all invoices and send to CAM for processing.
• Invoicing property entities for water usage and confirm payment
• Invoicing property entities for employee vehicle passes and confirm payment
• Keeping all contact lists up to date
• Keeping all Homeowner packets up to date
• Using Google Drive, Microsoft Word, Excel, Outlook
• Keeping Security Binders up to date
• Keeping all owner files up to date
• Keeping owner portal up to date with monthly and annual documents
• Acting as an owner liaison between owners/guests and vendors, as needed
• Processing and making bank deposits twice weekly
• Keeping file and record retention system up to date
• Preparing for and attending quarterly HOA Board meetings following set procedures
• Preparing for and attending Annual Owners Meeting and Reception following set procedures
• Preparing meeting minutes for all Board of Director and Annual Meetings
• Assisting in preparing, proofing and sending communications out to owners and others
• Preparing and managing ordering for annual vehicle passes and annual meeting materials
• Assisting CAM with projects and meetings as requested
• Attending miscellaneous meetings when requested by CAM or Board of Directors
• Plus other work related tasks as needed
• High school diploma or GED required. Associate degree preferred.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel and Power Point).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

Compensation = $23.00 to $24.00 hour

Benefits Summary

Health / Dental / Vision Insurance / Life / Disability / 401 (k) Program