Onsite Residential Services Coordinator (NPBCA2023-5661)

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

• Administrative support to General manager.
• Answer phone calls, emails (manager of CiraMail Inbox).
• Assist with document filing and retention.
• Assist with regular and annual meeting prep.
• Assist with residents’ requests including but not limited to boat reservation requests, clubhouse requests, architectural requests, work order requests, etc.
• Assist vendors with setting up vendor account, 1099, COI.
• Assist as directed by General Manager. Cross-train on administrative functions and overall, HOA policies, procedures & rules to support administrative office during staff vacations and sick days.
• Manage tennis, pickleball and basketball reservations process fees.
• Collect and process checks for clubhouse events, tennis, access key cards and architectural fees.
• Coordinate and schedule the clubhouse calendar Be sure all appropriate paperwork is obtained for rental, manage the calendar, process the payments (Deposit & Fee) communicate with association club presidents.
• Maintain the required boat documents for all wet and dry storage spaces. Update excel spreadsheet of registered boats weekly and contact owners for updated registration and insurance. Maintain the boat waitlist and contact owners when a boat space is available.
• Maintain exterior bulletin board(s) This includes posting monthly events calendar, weekly notices and monthly board meeting agenda (4 days prior to meeting).
• General clerical duties including support Association General Manager and Assistant General Manager, file documents, answer phones and emails for association, update resident and club mailing lists, manage constant contact email addresses, prepare all notices in constant contact.
• Manage the clubhouse docking daily calendar. Be sure the boat docking paperwork is complete and up to date for each vessel docking at clubhouse and/or Genoa West maintenance.
• Provide any additional administrative support to LICA Management as needed.
• Process architectural and violation letters when back up is needed.
• Plus pother work related tasks as needed

Qualifications

• Microsoft Office products
• Communication skills
• Attention to detail
• Service orientated
• Responsiveness and follow up
• Multi-tasking - Ability to handle multiple tasks/situations at one time

Pay and Benefits

$25.00 to $27.00 hour based 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