Onsite Administrative Assistant (VBFL2025)

Company Overview

RealManage is a prominent national firm recognized on the Inc. 5000 list, operating across 16 states + Washington DC and serving a diverse array of clients including homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. Our client base also includes nationally renowned developer and builder clients.

Ranked among the top firms in the community management industry (#3 out of 5,000+), RealManage distinguishes itself by delivering exceptional solutions at competitive prices. We leverage cutting-edge cloud-based technologies and mobile apps, supported by industry-leading practices and a highly skilled workforce.

Our mission at RealManage is to offer comprehensive and innovative solutions that consistently surpass customer expectations. We prioritize transparency and visibility in all client interactions, continuously measuring our performance to achieve rapid improvement. We foster a workplace culture that promotes professionalism, encourages growth, and embraces diversity. By maintaining financial strength and focusing on continual innovation, we aim to lead the industry with pioneering advancements.

Join RealManage and contribute to a company dedicated to excellence, innovation, and delivering unparalleled service in community management.

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.
  
  

General Job Description: A full-time hourly office position to assist the community manager and Board of Directors in the completion of administrative responsibilities involved in operating the community association of Vista Gardens.

General Duties

• Assist the community manager with a variety of tasks as assigned, including coordinating with outside contractors, sending community-wide email communications, and assisting with other operational duties as needed
• Familiarization with community governing documents
• Assist in the preparation of Board and Annual Meetings, including notice mailing, printing materials for distribution during meeting, sign-in sheets, and hosting Zoom
• Maintain the association website and homeowner portal, keeping accurate and up-to-date information, as well as ensuring notices are posted in accordance with Florida Statutes
• Answer phones, emails, and greet residents in-person to receive work requests, complaints or inquiries. Utilize problem solving skills when responding to calls.
• Prepare materials as requested by the manager, Board or committee members to be used in meetings
• Maintain accurate and updated logs of resident data, including sales, leases, and documentation related to emotional support animals
• Carefully review Architectural Modification Requests and submit to manager for approval
• Order office, maintenance and janitorial supplies
• Maintain credit card receipts and reconcile the monthly credit card statement
• Review and submit invoices to payables
• Process incoming mail and distribute to appropriate parties
• Maintenance of key fobs for amenity access, including issuing and deactivating fobs, basic troubleshooting, and coordinating with the vendor for support
• Maintain calendar of events, including schedules of Board Meetings and community-wide events. This involves booking the clubhouse and other common areas and ensuring there is no overlap.
• Additional responsibilities may be assigned as needed to support the office and association