Administrative Assistant

Onsite Administrative Assistant (Houston, TX)Salary Range $18.00 - $21.00 Hourly Position Type Full Time Category ELVONSRole SummaryThe Onsite Administrative 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.ResponsibilitiesReceives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests, while maintaining recordsAssists with all walk-in homeowners at the office and promptly follows up with requestsFollows all standard office procedures as set forth by General ManagerProcesses and distributes incoming and outgoing mail for the officeAssists with Preparation of monthly board packages and in-house mailings as assigned by the General ManagerAssists with setup and break down for all board meetings including Annual MeetingAssists with Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolvedAssists 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 filedAssists 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 requirementsAttendance at Meetings (as requested by General Manager): Attend Board Meetings and Annual Members Meetings as needed to assist the General Manager and to record minutesAssists 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 meetingNew Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members MeetingMaintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associationsCommittee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requestsFiling: Set up files for the association as assigned and maintain association files per standard office proceduresResearch and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetingsProofread all community correspondenceQualificationsMust have at least one year of HOA property management experienceHOA administration experience is preferredMust have a valid Driver's License with a clean driving recordHigh school diploma or GED required. Associate degree preferredExcellent verbal and written communication skills, including ability to effectively communicate with internal and external customersExcellent 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 serviceAbility to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practicesAbility to work cooperatively with others and be a team playerMust be reliable and responsive to Homeowner requestsPhysical 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$18.00 - $21.00 salary per year (depending on experience)Medical 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.