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.
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.
Responsibilities
Duties & Responsibilities:
- The Onsite Office Operations Coordinator will oversee the general HOA administrative function and activities of the office. Additionally, this position requires assisting the General Manager in overseeing and managing the financial and operational aspects of the community by completing assigned administrative tasks.
- Greet homeowners, vendors, board members and/or delivery persons by handling the issue/concern directly or forwarding such person to the appropriate party to address.
- Attendance at Meetings: Attend Board Meetings and Annual Members Meetings as needed to assist the Association Manager and to record minutes.
- Research and Coordination: Assist the General Manager with researching resident requests, coordinating response and related actions.
- Provides clerical support when needed to assist with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
- 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.
- Prepare Minutes: Draft meeting minutes and make additions/changes as directed by the Association Manager and Board Members for assigned associations. Manage the approval process of the minutes by the Association Manager and circulate them 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 association.
- Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
- Maintains inventory of office supplies; orders new supplies as needed.
- Maintains office files; implements an efficient system for other staff to access files and records.
- Assist General Manager with training new team members in the company’s policies, procedures, and best practices.
- Maintains homeowner roster, database, mail instructions and homeowner files.
- Assist General Manager as needed in review and approval of vendor invoices daily.
- Requests and submits proper vendor paperwork to include W-9 and COI.
- Other work-related tasks as needed and/or assigned by General Manager.
Qualifications
Qualifications:
- 2-3 years of apartment, commercial or property management experience preferred
- Previous Homeowner Association (HOA) management experience strongly desired
- Must be a people person, like interacting and being client-facing regularly
- Must be proficient with Microsoft Office products
- Quick study when it comes to learning new software and technology in general
- Strong communication skills (written, verbal, and in person)
- Detailed oriented, accurate and organized
- Ability to multitask, excellent time management and prioritizing skills
- Ability to work independently but also work as a team player (ability to work with a team in an office setting and independently in the field)
- Ability to work with a diverse group of people, including peers, homeowners, and Board members
- Three or more years effectively serving clients/customers
- Strong interpersonal, supervisory and customer service skills are required.
- Ability to read, understand, and explain financial statements including balance sheet, income statement, homeowner statements and general ledger.
Pay and Benefits:
$25.00 - $28.00 per/hr, based on education and experience.
Benefits include:
- Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan
- 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)
- 11 paid Holidays