Onsite Administrative Assistant (Houston, TX)

RealManage, LLC; Houston (TX); On-site; USD 28,000 - 41,000; Full time

Job summary

RealManage Elevated Onsite in Houston, TX is seeking an Onsite Administrative Assistant to support daily operations for HOA communities. The role focuses on professional service, accurate records, and responsive resident and board support.

You will handle calls, mail, board materials, meeting logistics, and minute preparation under the General Manager's guidance, contributing to smooth community management and strong resident relations.

Qualifications

• Responsibilities of this role include handling phone inquiries from homeowners, Board members and vendors, and maintaining accurate records.

Responsibilities

• Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on requests while maintaining records
• Assists with walk-in homeowners at the office and promptly follows up with requests
• Follows 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
• Assists with setup and breakdown for all board meetings including Annual Meeting
• Assists with Deed Restriction Letters and violation log management
• Assists with contract renewals: track expirations, solicit bids, renew agreements, file appropriately
• Assists with meeting notice preparation and Board/Annual Members Meeting Packets
• Attends Board/Annual Members Meetings as needed to assist and record minutes
• Drafts meeting minutes and manages finalization and circulation within 30 days
• Prepares New Board Member Packets within two working days of the Annual Members Meeting
• Maintains corporate records and minutes books for assigned associations
• Manages volunteer data for committees and coordinates requests
• Filing: set up and maintain association files
• Researches resident requests and coordinates meeting locations and dates
• Proofreads all community correspondence

Job description

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.

• 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.

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. 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.

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.