Onsite Executive Assistant (SCCA2023-6115)

GrandManors 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 GrandManors 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 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.
  
  

Responsibilities

This individual acts as a support to both the Executive Director and Assistant Director to meet Board goals and objectives concerning asset management.

Additionally, to ensure effective and efficient day-to-day operation of the Talega community’s administration and operation.

Responsibilities:

• This position is onsite assisting with /AP/AR collections, minutes, Board Packets, ensuring the office is stalked, etc.
• Monitor and maintain oversight of state and federal corporate filing requirements to ensure TMC compliance at all times
• Manage all Civil Code required communication to homeowners to ensure TMC compliance at all times
• Coordinating payment of all invoices due for TMC
• Updating communication platforms, including the Community website
• Oversight of TMC Master Operations Calendar in maintaining timely completion of all operational tasks and timeline management
• Manages TMC filing systems to include but not be limited to hard copy files, digital files, vendor contracts, minute books, etc.
• Implementation and oversight of document retention processes to include document management to the ADRC and to Connect of all board meeting minutes, governing corporate documents, contracts, binding agreements, third-party insurance and contracts, and other historical information
• Prepare financial report for board review
• Review monthly preliminary financials for accuracy,
• Ensure Compliance of Insurance/Risk Management for TMC with broker and for all vendors
• Implement vendor bidding process for TMC’s annual insurance and audit/tax services, preparing results for Board review
• Ensure vendors are up to date and get new vendors’ input
• Prepare Board Meeting agendas and assemble packet content for distribution, creating and/or editing packet content as needed, then attending the meetings to take the minutes on the meeting as well as managing all required meeting follow-up tasks
• Manage the TMC Board election process
• Support all Talega Lifestyle events and activities to include day-of-event assignments as needed
• Support the creation and distribution of the monthly e-newsletters to residents
• Coordinate all TMC mail and banking
• From time to time assist with front desk coverage as needed
• Manage implementation of new company procedures and policies affecting onsite team operations
• Manage overall onsite office operations (e.g. phone system, office supplies/needs, etc.)
• Other assignments as deemed necessary by the supervisor
  
  

Qualifications

• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• People Person - Public charisma and ability to develop positive relationships
• Strong ethical practices - Use of sound judgment
• Ability to think and work independently and collaboratively as a team with co-workers, residents and others by sharing ideas in a constructive and positive manner
• Bachelor’s degree preferred
• Must have experience with reading and reviewing monthly financials, AP/AR report
• A combination of experience in the areas of customer service, administrative assistance, and supervision of others of 2-3 years required
• Experience working in the Community Management Industry desirable.
• Organizational and time management Skills - Must be able to work independently, handle multiple tasks, and prioritize daily workload
• Must possess strong customer service skills and positive attitude
• Must be able to handle the stress and pressure of the position
• Must have advanced computer skills in use of Microsoft Office Outlook, Word, Excel
• Must possess exceptional communication skills (verbal and written)
• Regular evening meetings and occasional weekend hours are required.
  
  

Pay and Benefits:

$32.00 to $34.00, 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