Onsite Administrative Assistant (FPFL2023-4920)

RealManage is a national Inc. 5000 firm with clients and operations in 24 states from California to Florida and from Texas to Illinois that delivers services to homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. RealManage also serves nationally recognized developer/builder clients.

 

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage 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 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 Assistant will work alongside a licensed CAM to provide overall support to the Board of Directors (BOD) and assist with their assigned Associations. Assistants are primarily used to establish and maintain a professional, service-oriented relationship with the BOD, their team members, clients, homeowners, vendors, and service providers. The Assistant will provide our clients with information regarding the communities on which they are assigned, promptly attend to our client’s questions and requests as well as assist their team in achieving their goals. The Assistant will efficiently and professionally handle the tasks summarized herein to assist the CAM with the daily property operations of the assigned portfolio.

 

The On-site Administrative Assistant will report directly to the Licensed Community Manager and update any administrative concerns to the Director of Client Services.

 

This position wil work onsite at two different properties

 

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

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

• High school diploma or GED
• Must be a self-starter with initiative. Ability to multi-task.
• Excellent customer service and interpersonal skills. Must work effectively with co-workers, clients and others by sharing ideas in a constructive and positive manner; listening to and objectively considering

 

ideas and suggestions from others; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions.

 

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to assigned work location.
• Demonstrates strong communication skills consisting of verbal and written (in English) and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft professional correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and TOPS.
• Demonstrate first-rate organizational skills and ability to independently prioritize daily workload.

 

Pay and Benefits

 

$21 to $25, 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