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RealManage · 6 hours ago

Onsite Adminstrative Assistant (Lakes of Parkway)

Houston, TX

Full-time

Onsite

Entry Level

$20/hr - $21/hr

1+ years exp

RealManage is a company specializing in the management of community associations with onsite staff. The Onsite Administrative Assistant will assist in managing daily operations of community associations, ensuring exceptional customer satisfaction while adhering to service agreements and company values.

Real Estate

Responsibilities

Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests, while maintaining records

Assists with all walk-in homeowners at the office and promptly follows up with requests

Follows all standard office procedures as set forth by General Manager

Processes and distributes incoming and outgoing mail for the office

Assists with Preparation of monthly board packages and in-house mailings as assigned by the General Manager

Assists with setup and break down for all board meetings including Annual Meeting

Assists with Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolved

Assists 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 filed

Assists 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 requirements

Attendance at Meetings (as requested by General Manager): Attend Board Meetings and Annual Members Meetings as needed to assist the General Manager and to record minutes

Assists 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 meeting

New Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members Meeting

Maintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associations

Committee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requests

Filing: Set up files for the association as assigned and maintain association files per standard office procedures

Research and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetings

Proofread all community correspondence

Must be Office 365 proficient, phone etiquette and customer service focused

Must be a team player

Must be reliable and responsive to Homeowner requests

Assist with additional tasks and assignments, as directed by General Manager