Onsite Administrative Assistant (Houston, TX)

RealManage; Houston (TX); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

HSA

FSA - Health

FSA - Dependent Care

Education Reimbursement

401K match

Paid holidays

Job summary

RealManage Elevated Onsite in Houston, TX is seeking an Onsite Administrative Assistant to support daily operations for HOA communities. You will handle calls, mail, board materials, minutes, and meeting setup, delivering professional service to residents and board members.

The role requires at least one year of HOA property management experience, a valid driver’s license, and strong MS Office skills. A high school diploma or GED is required, and an Associate degree is preferred.

Qualifications

• At least one year of HOA property management experience.
• Valid Driver's License with a clean driving record.
• High school diploma or GED; Associate degree preferred.
• Excellent verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).

Responsibilities

• Answer and route calls from homeowners, Board members, and vendors.
• Prepare board and annual meeting materials and mailings.
• Assist with minutes and record-keeping for associations.
• Manage mail and document filing; support board meetings.
• Coordinate and assist with board meetings and committee requests.
• Maintain corporate records and meet deadlines.

Skills

Verbal and written communication

Customer service

Team player

Education

High school diploma or GED

Associate degree

Tools

MS Office (Word, Excel, PowerPoint)

Job description

Role: Onsite Administrative AssistantLocation: Houston, TXPay Range: $18.00 – $21.00 per hour (depending on experience)Job Type: Full TimeCompany SummaryRealManage 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 SummaryWe 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 SummaryThe 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.ResponsibilitiesReceives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests, while maintaining recordsAssists with all walk-in homeowners at the office and promptly follows up with requestsFollows all standard office procedures as set forth by General ManagerProcesses and distributes incoming and outgoing mail for the officeAssists with Preparation of monthly board packages and in-house mailings as assigned by the General ManagerAssists with setup and break down for all board meetings including Annual MeetingAssists with Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolvedAssists 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 filedAssists 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 requirementsAttendance at Meetings (as requested by General Manager): Attend Board Meetings and Annual Members Meetings as needed to assist the General Manager and to record minutesAssists 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 meetingNew Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members MeetingMaintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associationsCommittee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requestsFiling: Set up files for the association as assigned and maintain association files per standard office proceduresResearch and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetingsProofread all community correspondenceDisclaimerThis 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 experienceHOA administration experience is preferredMust have a valid Driver's License with a clean driving recordHigh school diploma or GED required. Associate degree preferredExcellent verbal and written communication skills, including ability to effectively communicate with internal and external customersExcellent 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 serviceAbility to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practicesAbility to work cooperatively with others and be a team playerMust be reliable and responsive to Homeowner requestsPhysical RequirementsAbility 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.Pay and Benefits$18.00 - $21.00 salary per year (depending on experience)Benefits IncludeMedical Insurance - Company will pay the premium for Employee Only Tier on the HSA planDental InsuranceVision InsuranceLife and Disability InsuranceHSA (Required High-Deductible Medical Plan to be eligible)FSA account for health-related expensesFSA account for dependent care expensesEducation Reimbursement for industry related classes401K match after 1 yearEmployee Assistance Program (EAP)9 paid holidays and 2 floating holidaysEEO & Values StatementRealManage is a values‑based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.