Onsite Administrative Assistant (Houston, TX)

Role: Onsite Administrative Assistant

Location: Houston, TX

Pay Range: $20.00 per hour (depending on experience)

Job Type: Full Time

Company Summary

RealManage 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.

Community Summary

We are located in Houston Texas, with convenient access to the extensive Terry Hershey Park system, the Arts, Houston’s Energy Corridor, renowned healthcare providers and more. We are in close proximity with easy access to Houston’s transportation systems making all areas of Houston easily accessible, including Downtown Houston, The Theater district, Museums, two international airports and the Gulf Coast area. If you choose to stay closer to home, there are area restaurants, entertainment options and social opportunities for the individual or entire family.  Within our gated community the upscale Community Center and its amenities, along with our outside pool complex, and miles of walking paths bordering our many lakes are conducive to the pursuit of friendships and enjoyment of the outdoors. 

Role Summary

The 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. 

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

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.

• Must have at least one year of HOA property management experience
• HOA administration experience is preferred
• Must have a valid Driver's License with a clean driving record 
• High school diploma or GED required. Associate degree preferred
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Excellent 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 service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Ability to work cooperatively with others and be a team player
• Must be reliable and responsive to Homeowner requests 

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.

RealManage is committed to providing reasonable accommodation to individuals with disabilities. If you need an accommodation to apply for this position or perform essential job functions, please contact Human Resources at hr@ciramail.com.

Pay and Benefits

$20.00 per hour (depending on 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
• Education Reimbursement for industry related classes
• 401K match after 1 year
• Employee Assistance Program (EAP)
• 9 paid holidays and 2 floating holidays

EEO & Values Statement

RealManage is a values‑based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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