Onsite Administrative Assistant (Houston, TX)
RealManage Elevated Onsite is a division of RealManage, specializing in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services by encompassing the Best People, Best Technology, and Best Service reputation. Our 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. We focus on customer service and lifestyle for residents and boards, ensuring communities receive the finest management in the industry.
RealManage Elevated Onsite is a values-based company guided by the following principles: Integrity, Respect, Selflessness, Personal Relationships, and Always Improving. Join our fast-growing team where energy, teamwork, innovation, and contribution are highly valued. RealManage has earned the prestigious Certified™ recognition from Great Place to Work®.
About the Community
We are located in Houston, Texas, with convenient access to Terry Hershey Park, the Arts, Houston’s Energy Corridor, renowned healthcare providers, and major transportation systems. The area offers diverse dining, entertainment, and social opportunities. Our gated community features an upscale Community Center, pool complex, and miles of walking paths bordering lakes, fostering friendships and outdoor enjoyment.
About the Role
The Onsite Administrative Assistant assists in managing the daily operations of community associations, delivering professional services and exceptional customer satisfaction in alignment with the company’s guiding principles.
Responsibilities
- Receives and responds to incoming calls from homeowners, Board members, and vendors, following through on requests while maintaining records.
- Assists walk-in homeowners at the office and promptly follows up on requests.
- Follows all standard office procedures as set by the 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.
- Assists with setup and breakdown for all board meetings, including the Annual Meeting.
- Produces and tracks Deed Restriction Letters based on site inspections; maintains violation logs (active and resolved).
- Tracks expiration dates on all agreements for assigned associations (e.g., landscape, pool, janitorial), solicits bids for renewal, and assists with bid packet preparation.
- Assists with preparation of Board Meeting Packets and Annual Members Meeting Packets in accordance with bylaw notice requirements.
- Attends Board Meetings and Annual Members Meetings as needed to assist the General Manager and record minutes.
- Drafts meeting minutes and incorporates changes as directed by the General Manager and Board Members; manages approval and distribution within thirty days.
- Prepares and fulfills New Board Member Packets within two working days of the Annual Members Meeting.
- Maintains and updates corporate records and minutes books for assigned associations.
- Manages the volunteer process for assigned associations and maintains a data file of volunteers for each committee.
- Sets up and maintains association files per standard office procedures.
- Assists the Association Manager with researching resident requests, securing locations and dates for meetings.
- Proofreads all community correspondence.
This description is not exhaustive; 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.
Pay
$18.00 – $21.00 per hour (depending on experience)
Schedule
Full Time