Onsite Administrative Assistant (Summit HOA SC)

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 delivers exceptional solutions at competitive prices using cutting-edge cloud-based technologies and mobile apps, supported by industry-leading practices and a highly skilled workforce.

The Summit Homeowners Association (HOA) serves The Summit, a large master-planned residential community in Northeast Columbia, South Carolina. 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.

About the role

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 ensures requests presented to the Executive Director are summarized, prioritized, and researched in a concise format. The 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 help maximize the executive’s 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

• Onsite assistance with AP/AR collections, minutes, Board Packets, and ensuring the office is stocked
• Monitor and maintain oversight of state and federal corporate filing requirements to ensure compliance
• Manage communication with homeowners to ensure compliance
• Coordinate payment of all invoices due
• Update communication platforms, including the community website
• Oversee executive calendar to maintain timely completion of tasks and timeline management
• Manage filing systems, including hard copy files, digital files, vendor contracts, minute books, etc.
• Implement and oversee 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, including creating/editing content, attending meetings to take minutes, and managing follow-up tasks
• Assist with the annual board election process
• Support lifestyle events and activities, including day-of-event assignments
• Support the creation and distribution of newsletters to residents
• Coordinate all association mail
• 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)
• Other assignments as deemed necessary by the Executive Director

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.

Requirements

• Highly organized, proactive, and articulate
• Excellent communication and people skills
• Ability to handle confidential matters with discretion
• Proactive problem solver
• Ability to work effectively on a team and independently
• Professional and flexible, able to thrive in a dynamic work environment

Pay

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

Schedule

Full Time