Administrative Assistant (MAZ2024-6975) - RealManage

RealManage is a national Inc. 5000 firm with clients and operations in 24 states from California to Florida and from Texas to Illinois that delivers services to homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities.  RealManage also serves nationally recognized developer/builder clients.

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry leading innovations apart from our competition.

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 Assistant will work alongside a licensed CAM to provide overall support to the Board of Directors (BOD) and assist with their assigned Associations. Assistants are primarily used to establish and maintain a professional, service-oriented relationship with the BOD, their team members, clients, homeowners, vendors, and service providers. The Assistant will provide our clients with information regarding the communities on which they are assigned, promptly attend to our client’s questions and requests as well as assist their team in achieving their goals. The Assistant will efficiently and professionally handle the tasks summarized herein to assist the CAM with the daily property operations of the assigned portfolio.

Responsibilities include the following. Other requirements may be assigned.

1. Client Relations – Maintain a high level of customer service with BOD, homeowners, and vendors.

2. Administrative Management – Provide administrative support to the CAM through general clerical, reception, and office support tasks.

3. Homeowner Services – Administer support to the entire community with the rental/sales process, home alteration process, and homeowner

Essential Duties:

1. Receive Board of Director, Homeowner, and Vendor requests, comments, concerns and complaints. Follow up as necessary
2. Professionally answer phones
3. Assist with processing incoming mail as needed
4. Create and modify documents and spread sheets using Microsoft Office and Excel.
5. Maintain hard copy of active association sub-contractor contracts in administrative files and electronic filing system.
6. Process Work orders.
7. Perform general clerical duties to include but not limited to: scanning, photocopying, faxing, mailing, and filing.
8. Schedule and coordinate meetings.
9. Follow up with Vendor Scheduling. Minor work only NOT major projects.
10. Process Sales/Rental applications.
11. Prepare/Update Rental listings chart. Checking for number of rentals per unit & days of rentals.
12. Prepare Property Manager for Board Meetings and assist with preparation as needed.
13. Put monthly financial reports in the shared drive (G drive). Labeled correctly.
14. Maintain spread sheet for team responsibilities from Budget meetings to Annual meeting / Elections
15. Yearend report notices to Owners
16. Update Annual Report (Sunbiz) online and process invoice to LPM Accounting.
17. Prepare correspondence to Vendors for any increases in preparation for Budgets.
18. Maintain Property Manager’s Calendar.
19. Accompany Property Manager to Annual and Member meetings. Occasionally, other meetings as needed.
20. Maintain Association websites including the posting of minutes, financials, calendar of events, and directory.
21. Maintaining owners’ emails in TOPS
22. Keeping the Property One Forms updated for each property.
23. Keeping the Office Expense report in excel current for month end totals.
24. Keep shared drive (G Drive) updated and labeled correctly.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or GED
• Must be a self-starter with initiative. Ability to multi-task.
• Excellent customer service and interpersonal skills. Must work effectively with co-workers, clients and others by sharing ideas in a constructive and positive manner; listening to and objectively considering 

   ideas and suggestions from others; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions.
• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to assigned work location.
• Demonstrates strong communication skills consisting of verbal and written (in English) and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft professional correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and TOPS.
• Demonstrate first-rate organizational skills and ability to independently prioritize daily workload.

Pay and Benefits:

$18.00 - 19.00 hour

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