Onsite Administrative Assistant (VFL2023-5132)

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 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.

• Welcomes all visitors, clients, etc. by professionally and pleasantly greeting them at the main door (covid-19 update take temperatures while directing them where to go).
• Check and respond to all emails, answer phone, return calls in a timely manner.
• Opens, processes, and distributes all incoming mail daily.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.) with the concierge desk.
• Secure Board signatures on checks delivered by courier. Log checks and mail to correct vendor or person (in person pick up also an option). Manage Board member signatures on all bank accounts.
• Prepares office supply list and submits order to the Portfolio Manager.
• Handle incoming rental agents and sales agents’ questions, be familiar with and hand out updated rental and sales applications and procedures forms.
• Process all background checks for sales & rentals applications according to Association rules and procedures.
• Communicate with Direct Supervisor (and Board members as necessary) all emergencies, maintenance issues, and areas of concern, via phone call and email.
• Maintain on-site administrative files.
• Organize and keep community website up to date.
• Maintain owner, parking, and storage unit directories. Process billing as appropriate.
• Assist at community meetings when needed.
• Assist residents with reserving the elevator (move in and out)
• Log in vendors and other subcontractors.
• Process workorders
• Assist in writing notices and flyers to be posted as needed.
• Prepare and distribute materials such as community newsletters and flyers, as directed by Direct Supervisor.
• Coordinate delivery of mail, newsletters and notices to Owners by way of either email blasts, social media posts, or posting notices, as needed.
• Draft, create, and maintain office standard operating procedures. Will require creating community forms and letters.
• Coordinate use of woodshop & fitness center by issuing keys and manage liability waivers.
• Keep the office continuity book up to date.
• 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.

Benefits Summary

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