Onsite Assistant General Manager (Crystal Falls)

RealManage, LLC; Leander (TX); On-site; USD 60,000 - 75,000; Full time

Job summary

RealManage Elevated Onsite in Leander, TX is seeking an Onsite Assistant General Manager to support the General Manager in the overall administration, financial management, and daily operations of the Crystal Falls HOA Community.

This full-time role combines hands-on financial oversight with community management responsibilities, including board/committee administration, resident and vendor relations, covenants, contracts, and financial reporting.

Qualifications

• Experience in HOA or community association operations preferred.
• Strong organizational and communication skills.
• Ability to manage budgets and financial records.

Responsibilities

• Assist the General Manager with daily administration and operations of the HOA.
• Supervise onsite team members and coordinate workflows.
• Maintain records of requests, correspondence, decisions, and follow-ups.
• Handle accounts payable/receivable and monthly financial reporting.
• Assist with assessments, collections, and covenant enforcement as needed.
• Support marina financial operations and vendor administration as required.

Job description

Role:

Onsite Assistant General Manager

Location:

Leander, TX

Community:

Crystal Falls HOA Community

Pay:

$60,000 - $75,000 annually (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.

Community Summary

Crystal Falls is a residential community located in Leander, Texas, set among the scenic Texas Hill Country just north of Austin. Spanning approximately 3,000 acres, the community includes more than 3,600 homes across ten neighborhoods. The community is supported by a dedicated HOA management and maintenance team, along with a Lifestyle Coordinator and a calendar of community events that provide opportunities for residents to connect. Residents can enjoy two amenity centers, Quarry Park and The Grotto, featuring swimming pools, playscapes, and picnic areas. Quarry Park offers a junior Olympic swimming pool, children’s water features, a stocked fishing pond, an 18-hole disc golf course, and a multipurpose soccer field. The Grotto provides a relaxing setting with waterfalls, underwater seating, barbecue grills, a covered pavilion, and a sand volleyball court. Additional recreational opportunities include tennis, miles of walking trails, neighborhood parks, and an 18-hole public golf course with a clubhouse and restaurant.

Role Summary

The Assistant General Manager (AGM) supports the General Manager in the overall administration, financial management, and daily operations of the Crystal Falls HOA Community.

This position serves as a key member of the onsite leadership team and combines community association management responsibilities with hands-on financial oversight. The AGM assists with Board and committee administration, resident and vendor relations, covenant compliance, contracts, community operations, accounts payable and receivable, assessments, collections, marina financial activities, and financial reporting.

The AGM must be comfortable moving between detailed financial work and broader community management responsibilities and will serve as a resource to staff, residents, vendors, committees, and the Board of Directors.

In the General Manager's absence, the AGM may assist with oversight of daily community operations as assigned.

Responsibilities

Community Operations & Leadership

• Assist the General Manager with the daily administration and operation of the Property Owners Association.
• Assist with supervision, coordination, and support of onsite team members.
• Respond to inquiries and requests from property owners, Board members, committee members, vendors, and other stakeholders.
• Research resident requests and operational matters and provide timely follow-up.
• Maintain accurate records of requests, correspondence, decisions, and follow-up activities.
• Assist the General Manager with implementation of Board directives and community policies.
• Help establish priorities and coordinate workflow among onsite operations.
• Assist with community projects and other operational initiatives as assigned by the General Manager.
• Utilize personal vehicle with routine community inspections

Financial Management & Bookkeeping

• Support the accurate recording and maintenance of Cape Royale's financial transactions.
• Review expenses and obtain appropriate approvals prior to processing.
• Record expenses using appropriate general ledger codes.
• Process approved payments timely through the appropriate operating or reserve accounts.
• Maintain accounts payable and accounts receivable records.
• Record payments received and ensure funds are deposited into the appropriate accounts.
• Assist with account reconciliations and research discrepancies as necessary.
• Maintain accurate supporting documentation for financial transactions.
• Assist the General Manager with monthly financial statements, balance statements, and other financial reporting.
• Prepare financial information and reports for the General Manager, Finance Committee, and Board of Directors as requested.
• Assist with annual budget preparation and ongoing monitoring of actual results against budget.
• Maintain appropriate internal controls and follow established financial policies and procedures.

Assessments, Fines & Collections

• Assist with annual assessment, special assessment, and fine billing.
• Ensure all billable lots are invoiced appropriately.
• Monitor outstanding owner balances and assist with collection activities in accordance with the Association's collection policy.
• Provide the General Manager with regular delinquency reporting.
• Maintain accurate documentation regarding owner account activity.
• Coordinate account research and corrections as necessary.

Marina Financial Operations

• Provide financial and administrative support for Cape Royale marina operations.
• Review marina store sales and ensure income is recorded using appropriate general ledger codes.
• Coordinate deposits of marina revenue into appropriate bank accounts.
• Work with marina management to help ensure proper use of the point-of-sale system.
• Assist with monitoring inventory records, pricing, and periodic physical inventory.
• Report and assist with resolving inventory discrepancies.
• Assist with ensuring required marina licenses and inspections are completed timely.
• Work directly with customers as needed to execute and maintain boat slip and trailer storage leases.
• Monitor outstanding balances associated with marina leases and coordinate collection activity in accordance with established policies.
• Ensure property-owner account status is considered when processing marina leases as required by Association policy.

Board & Committee Support

• Assist the General Manager with preparation of monthly Board packages.
• Assist with Board Meeting and Annual Members Meeting notices and packets in accordance with applicable requirements.
• Attend Board, membership, Finance Committee, and other meetings as required.
• Prepare or assist with meeting minutes and coordinate requested revisions and approval.
• Maintain Board and Association corporate records.
• Prepare new Board member materials following elections or appointments.
• Assist the General Manager and Board with requested research and special projects.
• Coordinate with the Finance Committee regarding financial reports, questions, and supporting documentation.
• Assist with volunteer and committee coordination and maintain appropriate committee records.

Contracts & Vendor Administration

• Maintain records of Association contracts and agreements.
• Track contract expiration and renewal dates.
• Assist with obtaining bids and preparing bid packages.
• Coordinate with vendors regarding proposals, contracts, invoices, insurance documentation, and other required information.
• Ensure executed agreements and related documents are appropriately maintained.
• Assist the General Manager with monitoring vendor performance and resolving service-related issues.

Covenant & Architectural Administration

• Assist with deed restriction and covenant enforcement processes.
• Produce and track violation correspondence based on community inspections and established procedures.
• Maintain active and resolved violation records.
• Support Architectural Control Committee administrative and financial processes.
• Receive and appropriately record ACC-related payments and deposits.
• Monitor refundable deposits and coordinate their disposition upon project completion.
• Maintain accurate documentation associated with architectural applications and owner accounts.

Resident & Customer Service

• Provide professional and responsive service to residents, Board members, committee members, vendors, and visitors.
• Respond to telephone calls, emails, correspondence, and in-person inquiries.
• Research questions and coordinate responses with the General Manager or appropriate team member.
• Assist with sensitive or escalated resident concerns as assigned.
• Proofread community correspondence and help ensure communications are accurate, professional, and consistent.

Records & Administration

• Maintain Association financial, corporate, operational, contract, and owner records in accordance with established procedures.
• Process and distribute incoming and outgoing correspondence as necessary.
• Maintain organized electronic and physical files.
• Produce operational and financial reports requested by the General Manager or Board.
• Assist with maintaining documentation necessary for audits, financial reviews, and other Association business.

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.