Onsite Adminstrative Assistant (Lakes of Parkway)

RealManage Elevated 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 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 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 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 HOA - Admin 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 principle.

Responsibilities

Must have at least one year of HOA property management experience and HOA administration experience is preferred.

• Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests, while maintaining records
• Assists with all walk-in homeowners at the office and promptly follows up with requests
• Follows all standard office procedures as set forth by General Manager
• Processes and distributes incoming and outgoing mail for the office
• Assists with Preparation of monthly board packages and in-house mailings as assigned by the General Manager
• Assists with setup and break down for all board meetings including Annual Meeting
• Assists with Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolved
• Assists with Contract Renewals: Track expiration dates on all agreements for assigned associations (landscape maintenance, pool maintenance, janitorial, etc.), solicit bids for renewal, renew the agreements with current vendor if requested and/or assist the bid packet preparation. Ensure that all agreements are fully executed and are appropriately filed
• Assists with Meeting Notice Preparation: Assist with the preparation of the Board Meeting Packets and Annual Members Meeting Packets in accordance with the association’s bylaw notice requirements
• Attendance at Meetings (as requested by General Manager): Attend Board Meetings and Annual Members Meetings as needed to assist the General Manager and to record minutes
• Assists with Preparation of Minutes: Draft meeting minutes and make additions/changes as directed by the General Manager and Board Members for assigned associations. Assists with Managing the approval process of the minutes by the Association Manager and circulate to the Board of Directors within thirty days of the meeting
• New Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members Meeting
• Maintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associations
• Committee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requests
• Filing: Set up files for the association as assigned and maintain association files per standard office procedures
• Research and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetings
• Proofread all community correspondence
• Must be Office 365 proficient, phone etiquette and customer service focused
• Must be a team player
• Must be reliable and responsive to Homeowner requests
• Assist with additional tasks and assignments, as directed by General Manager