HOA Front Office Administrative Assistant - San Diego

RealManage, LLC; San Diego (CA); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life and Disability Insurance

HSA

FSA

Education Reimbursement

401K matching

EAP

11 paid Holidays

Job summary

RealManage, LLC is seeking an Administrative Assistant to join our San Diego team. The role focuses on delivering exceptional customer service to homeowners, vendors, and visitors, while efficiently coordinating communications and administrative tasks across multiple departments.

You will help maintain a professional office, handle inquiries, process HOA payments, and ensure timely follow-up. The position requires solid organizational skills, a can-do attitude, and strong communication abilities

Qualifications

• 1–3 years of administrative, operations, or customer service experience.
• Strong organizational skills for handling multiple priorities.
• Excellent verbal and written communication.
• Proficiency in Microsoft Office Suite.

Responsibilities

• Serve as the primary point of contact for homeowners, visitors, vendors, mail carriers, and delivery personnel entering the office.
• Serve as a central point of coordination for incoming inquiries from homeowners, vendors, and internal teams.
• Ensure all requests are addressed promptly and routed accurately to the appropriate departments.
• Maintain a professional and organized office environment.
• Support consistent, high-quality communication across phone and email channels.
• Monitor communication channels to ensure responsiveness and adherence to service standards.
• Respond to or route incoming emails to the appropriate team members.
• Document inquiries and ensure timely follow-up when needed.
• Oversee incoming and outgoing mail distribution to support daily office operations.
• Receive homeowner HOA payments and issue payment receipts in accordance with established procedures.
• Coordinate with delivery providers to ensure timely handling of packages and documents.
• Partner with internal departments (including Account Services, Collections, and Escrow) to support workflow efficiency and operational needs.
• Assist with data entry, record keeping, and document organization.
• Support special projects and team initiatives as needed.
• Perform additional administrative duties as assigned

Skills

Administrative experience

Customer service

Organizational skills

Communication skills

Tools

Outlook

Word

Excel

Job description

RealManage, LLC is seeking an Administrative Assistant to join our San Diego team. The role focuses on delivering exceptional customer service to homeowners, vendors, and visitors, while efficiently coordinating communications and administrative tasks across multiple departments.

You will help maintain a professional office, handle inquiries, process HOA payments, and ensure timely follow-up. The position requires solid organizational skills, a can-do attitude, and strong communication abilities