Onsite Office Manager (Pointe West)

Role: Onsite Office ManagerLocation: Galveston, TXCommunity: Pointe West POAPay Range: $55,000 – $65,000 per year (depending on education and experience)Job Type: Full TimeTypical Schedule: Position will be required to work Thursday - MondayCompany SummaryRealManage Elevated Onsite 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 RealManage Elevated Onsite 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 Elevated Onsite 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.Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued.Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.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.The General Manager (GM) serves as the Chief Operating Officer of the Home Owners Association. This position has ultimate responsibility for the day to day operations, including all activities and relationships between the Association, Board of Directors, members, guests, employees, community, government and industry.Community SummaryOpened in the Summer of 2006, Point West Resort has quickly become one of Galveston Island's favorite retreats! The 1000 acre property is located on the last 3 1/2 miles of he west end of the island. The community caters to all, from tourist to weekenders to families, Pointe West has become a tradition for many.Our Beach Club: At the Beach Club you will find our infinity pool, large hot tub, kiddie pool, fitness center, game room, Sippin’ on Sunshine Restaurant & Bar, Sommer’s Giffs, gas grills, cabanas that are available to rent, and a whole lot of fun! This is also where the office is located to purchase and pick up your wristbands for the amenities at Pointe West. Office hours are from 9am – 5pm (with extended hours during the summer).Our Sunset Pool: Our Sunset Pool is the place to be! With our lazy river and pool, mini shallow area for the little ones, hot tub, fire pit, and grills, this pool is our hidden jewel! Relax and float around the lazy river under the beautiful palms while listening to music and spending time with your loved ones.Our Beach: Over a mile of vehicle free beach for your enjoyment. Highly maintained during our Sargassum Seaweed season, our beaches are among the cleanest and most inviting on the Texas coast. Bring your beach towels, tents, sunscreen and smiles for a wonderful day on the beach!The community has about 600 units, varying from cottages, condominiums and custom houses- with space for more to be built. The community has beach access and views of the ocean. Pointe West is a premier community in Galveston, TX.Role SummaryThe Office Manager will oversee the general HOA administrative function, administrative staff, 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 and facilitating the Architectural Review process. The Office Manager will provide additional oversight and support of the various departments pertaining to the Community Association including but not limited to Facilities Maintenance, Custodial, Landscaping, Lifestyle, and architectural application processing.ResponsibilitiesArchitectural Review Duties and ResponsibilitiesAttend monthly scheduled meetings with the Architectural Review Board: meeting submission deadline date to review all submissions received for design completion/deficiencies based on the community’s recorded GuidelinesMain point of contact for communication with Architectural Review BoardResponsible for processing and following up on Architectural deposit refunds as appropriateManage submittal process, administration, communication, and coordination for both minor modifications and new constructionManage all reviews in the system, upload supporting documentation, and communicate to the Architectural Review Board to summarize material and dataProvide applications to owners and builders. Process and upload relevant documents into the system. Organize submissions in electronic files and provide the Architectural Review Board with accessCreate Architectural Review Board Meeting Agenda and submit it to Architectural Board Chair for approval. Schedule virtual meetings and communicate the link to all participantsPrepares minutes from each ARB Meeting to be submitted prior to the next meeting for review by the ARB members and approval at the next meetingPerform site inspections of Architectural projects in the communityOffice Duties and ResponsibilitiesProvides office clerical support as needed, assisting and supporting staff with administrative tasks such as training, answering phones, emails, sorting and distributing mail, wristbands, and preparing documentsManages work orders by creating, updating, and sending them to vendors, requesting status updates, and providing updates through the work order systemMaintains inventory of office supplies; orders new supplies as neededAssist with employee hiring, training, supervising, and performance managementMaintains office files; implements an efficient system for other staff to access files and recordsTrains new team members in the company’s policies, procedures, and best practicesMass communication maintenance and controlAssist in preparing agendas, updating management reports, and compiling documents for Board and Annual meeting packagesAssist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time limits set by state statute or governing documentsAssist General Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time limits set by state statues or governing documents as neededParticipate in required RealManage training programsAssists with setting up annual and board meetings. Attendance at board and annual meetings is required and may be outside of regular working hoursRegular and consistent follow up to community emails within 48 hours of receiptMonitor staff response to emails and calls in a timely mannerGreets homeowners, vendors, board members and/or delivery persons by handling the issue/concern directly or forwarding such person to the appropriate party to addressAct as support staff for community association managers and other department managers within the corporate office as may be necessaryOversees and assists in maintaining homeowner roster, database, mail instructions and homeowner filesAssist General Manager in reviewing and approving invoices daily for vendorsMonitor the monthly financial position of the Association and monitor variancesEnsure the Board receives a CPA Engagement letter annually for the proper filing of taxes and audit as necessaryPerform monthly deed restriction inspections and weekly common area inspectionsPerform Resale Compliance InspectionsRequests and submit proper vendor paperwork to include W-9 and COIWilling to work/cover staff on weekends during the Summer on a rotating basis, to cover lunch breaks, and if the influx of guests warrants an extra person. Also willing to work on Memorial Day, Independence Day and Labor DayPlus, other work-related tasks as needed or assigned by the General Manager and the Board of DirectorsDisclaimerThis description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on Board direction and community needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.1 year of apartment, residential or resort property management experience preferredPrevious Homeowner Association (HOA) management experience strongly desiredMicrosoft Office product knowledgeStrong Communication skillsStrong customer service skillsKeen attention to detailResponsiveness and follow-upMulti-tasking - Ability to handle multiple tasks/situations at one time.Ability to learn and use technologyPhysical RequirementsAbility to sit for prolonged periods at a desk and work on a computer.Ability to occasionally stand, walk, bend, or reach as needed.Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.Visual acuity to read printed materials, spreadsheets, and computer screens.Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.Ability to work in a standard office environment with moderate noise levels.Ability to work a standard schedule, with occasional extended hours as required.Pay and Benefits$55,000 - $65,000 per/yr. depending on education and experience.Benefits includeMedical Insurance - Company will pay the premium for Employee Only Tier on the HSA planDental InsuranceVision InsuranceLife and Disability InsuranceHSA (Required High-Deductible Medical Plan to be eligible)FSA account for health-related expensesFSA account for dependent care expensesEducation Reimbursement for industry related classes401K match after 1 yearEmployee Assistance Program (EAP)9 paid holidays and 2 floating holidaysEEO & Values StatementRealManage is a values‑based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr