Administrative Assistant

Administrative Assistant

Plano, TX 75093

Overview

Salary Range $19.00 - $21.00 Hourly Position Type Full Time Category VTXGEN

Description

Imagine working for a dynamic, technology-driven HOA management company that is rapidly expanding, offering abundant opportunities for career advancement, and fostering a company culture that genuinely supports its team members.

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.

At RealManage, we deeply value your professionalism and dedication. We are dedicated to ensuring your long-term career success and consider you not just an employee, but a valued member of our family.

Join us at RealManage and be part of a thriving environment where growth, innovation, and supportive teamwork define our everyday operations.

RealManage is a prominent national firm recognized on the Inc. 5000 list, operating across 16 states + Washington DC and serving a diverse array of clients including homeowners' associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. Our client base also includes nationally renowned developer and builder clients.

Ranked among the top firms in the community management industry (#3 out of 5,000+), RealManage distinguishes itself by delivering exceptional solutions at competitive prices. We leverage cutting-edge cloud-based technologies and mobile apps, supported by industry-leading practices and a highly skilled workforce.

Our mission at RealManage is to offer comprehensive and innovative solutions that consistently surpass customer expectations. We prioritize transparency and visibility in all client interactions, continuously measuring our performance to achieve rapid improvement. We foster a workplace culture that promotes professionalism, encourages growth, and embraces diversity. By maintaining financial strength and focusing on continual innovation, we aim to lead the industry with pioneering advancements.

Join RealManage and contribute to a company dedicated to excellence, innovation, and delivering unparalleled service in community management.

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.

Position Summary

This position provides administrative and operational support to our community management team while also serving as a key point of responsibility for office mail processing, document routing, and administrative workflow.

The ideal candidate is organized, dependable, detail-oriented, and comfortable managing multiple priorities. Because this position handles important corporate, client, and legal correspondence, strong judgment, confidentiality, accuracy, and timely follow-through are essential.

Essential Duties and Responsibilities

• Manage the daily receipt, opening, sorting, processing, and routing of incoming office mail and deliveries.
• Identify and appropriately route corporate correspondence, association mail, checks, invoices, notices, certified mail, and other time-sensitive documents.
• Recognize legal notices, demands, subpoenas, government correspondence, attorney communications, and other potentially significant documents and immediately escalate them through the appropriate internal channels.
• Maintain accurate records or logs for certified, legal, and other critical correspondence as required.
• Scan, distribute, and electronically file documents while ensuring information reaches the appropriate individual or department promptly.
• Coordinate outgoing mail, certified mail, overnight deliveries, and other correspondence.
• Provide day-to-day administrative support to Community Association Managers and the management team.
• Answer and route incoming calls and emails while providing professional and responsive customer service.
• Assist with homeowner and client communications, correspondence, notices, mailings, and community-related materials.
• Prepare, organize, and maintain association records, documents, meeting materials, and electronic files.
• Assist with board and annual meeting preparation, including notices, packets, agendas, sign-in materials, and supporting documentation.
• Assist management with tracking open items, deadlines, follow-ups, and recurring community deliverables.
• Support vendor coordination and maintain appropriate administrative records.
• Perform data entry and maintain accurate homeowner, community, and vendor information within company systems.
• Provide general office support, including scanning, filing, supplies, document organization, and administrative coordination.
• Work collaboratively with Management, Accounting, Customer Service, and other VCM departments to ensure information and requests are routed efficiently.
• Maintain strict confidentiality when handling homeowner, client, employee, legal, and company information.
• Provide additional administrative and operational support as business needs require.

Qualifications

• Previous administrative, office, mailroom, customer service, or related experience preferred.
• HOA or community association management experience is a plus but not required.
• Strong organizational skills with exceptional attention to detail.
• Ability to recognize time-sensitive or potentially significant correspondence and escalate appropriately.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments and deadlines in a fast-paced environment.
• Professional judgment and discretion when handling confidential or sensitive information.
• Proficiency with Microsoft Outlook, Word, Excel, and standard office applications.
• Comfortable learning new software, systems, and processes.
• Dependable, adaptable, and committed to following established procedures.
• Ability to work independently while contributing to a collaborative team environment.

What Success Looks Like

Success in this role means being someone the entire office can rely on. Mail and documents are processed accurately and promptly, important correspondence reaches the right people without delay, administrative responsibilities stay organized, and nothing critical falls through the cracks.

This position serves as an important administrative connection point for the Plano office and helps ensure our management and operational teams have the information and support they need to serve our communities effectively.

Physical Requirements • Ability 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: $19.00 to $21.00, 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