Onsite Administrative Assistant (Hollybrook)

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.

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.

Responsibilities

• 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 the General Manager (GM) when appropriate
• Opening all mail and packages and distribute appropriately
• At the direction of the GM, electronically filing invoices and archiving proposal and contracts.
• 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
• Keeping file and record retention system up to date
• Preparing for and attending Board meetings following set procedures
• Preparing for and attending the Annual Owners Meeting and Reception following set procedures
• Assisting in preparing, proofing and sending communications out to owners and others
• Assisting GM with projects and meetings as requested
• Attending miscellaneous meetings when requested by GM or Board of Directors
• Working with contractors on projects, documenting timelines, updates and permit issues and finalization.
• Return owner and vendor calls and answer emails
• Assist GM with any management duties
• Assist with weekly reports
• Corresponds with other onsite departments and corporate office as needed
• Conduct property inspections as needed
• Attend board meetings as needed
• Keep current with local and state statutes and building codes
  
  

Full time hours - Monday - Friday 8:30am - 4:30pm