Onsite Administrative Assistant (Summit HOA SC)

Onsite Administrative Assistant (Summit HOA SC)

Columbia, SC

Overview

Salary Range $18.00 - $20.00 Hourly Position Type Full Time Category ELVONS

Description

Role: Onsite Administrative Assistant

Location: Columbia, SC

Community: Summit HOA SC

Pay Range: $18.00 - $20.00 per hour (depending on education and experience)

Job Type: Full Time

Company Summary

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.

Community Summary

The Summit Homeowners Association (HOA) serves The Summit, a large master-planned residential community in Northeast Columbia, South Carolina, with its association office located at 305 Ridge Trail Drive, Columbia, SC 29229. The community offers amenities such as parks, walking trails, ponds, pools, playgrounds, and sports facilities, while the HOA manages community rules, architectural/exterior-improvement requests, leasing requirements, and resident services. Overall, The Summit is a well-established, amenity-rich neighborhood with convenient access to shopping and major roads, although residents' experiences with traffic, infrastructure, and HOA enforcement can vary.

Role Summary

The Onsite Administrative Assistant provides administrative support in a variety of functions to the Executive Director, including assisting with the operations of various administrative services. This role will ensure requests presented to the Executive Director for consideration are summarized, prioritized, and researched in a concise and usable format for the executive to review. This position may create or coordinate community and board communications, memos, and calendar schedules.

We are looking for a highly organized, proactive, and articulate candidate who will use these skills to help maximize their executives' time and efficiency. The candidate must be professional, flexible, and able to thrive in a dynamic work environment. Excellent communication and people skills are critical, as is the ability to build strong relationships internally and externally. The candidate should handle confidential matters with discretion, be a proactive problem solver, and work effectively on a team and independently.

Responsibilities

• This position is onsite assisting with AP/AR collections, minutes, Board Packets, ensuring the office is stocked, etc.
• Monitor and maintain oversight of state and federal corporate filing requirements to ensure compliance at all times
• Manage communication with homeowners to ensure compliance at all times
• Coordinating payment of all invoices due
• Updating communication platforms, including the community website
• Oversight of executive calendar to maintain timely completion of tasks and timeline management
• Manages filing systems to include, but not be limited to, hard copy files, digital files, vendor contracts, minute books, etc.
• Implementation and oversight of document retention processes
• Prepare financial or management reports for board review as needed
• Assist with implementing vendor bidding process for annual insurance and audit/tax services, preparing results for Board review
• Ensure vendor information is up to date
• Prepare Board Meeting agendas and assemble packet content for distribution, creating and/or editing packet content as needed, then attending the meetings to take the minutes on the meeting as well as managing all required meeting follow-up tasks
• Assist with the annual board election process
• Support lifestyle events and activities to include day-of-event assignments as needed
• Support the creation and distribution of newsletters to residents
• Coordinate all association mail
• From time to time, assist with front desk coverage as needed
• Assist with implementation of new company procedures and policies affecting onsite team operations
• Manage overall onsite office operations (e.g. phone system, office supplies/needs, etc.)
• Other assignments as deemed necessary by the Executive Director

Disclaimer

This 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.

Qualifications

• Conduct business at all times with the highest standards of personal, professional and ethical conduct
• People Person - Public charisma and ability to develop positive relationships
• Strong ethical practices - Use of sound judgment
• Ability to think and work independently and collaboratively as a team with co-workers, residents and others by sharing ideas in a constructive and positive manner
• Bachelor's degree preferred
• Must have experience with reading and reviewing monthly financials, AP/AR report
• A combination of experience in the areas of customer service, administrative assistance, and supervision of others of 2-3 years required
• Experience working in the Community Management Industry is desirable
• Organizational and time management Skills - Must be able to work independently, handle multiple tasks, and prioritize daily workload
• Must possess strong customer service skills and a positive attitude
• Must be able to handle the stress and pressure of the position
• Must have advanced computer skills in the use of Microsoft Office Outlook, Word, and Excel
• Must possess exceptional communication skills (verbal and written)
• Regular evening meetings and occasional weekend hours are required

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 1015 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 - $20.00 per hour (depending on education and experience)

Benefits Include

• Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA account for health-related expenses
• FSA account for dependent care expenses