Onsite Administrative Assistant (HTX)

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Job description

Overview:
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.

The 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:

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

Qualifications:
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.

Pay and Benefits:

$20 per/hr - $22 per/hr 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)

11 paid Holidays

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