Onsite HOA Admin & Board Support Specialist

RealManage; Columbia (SC); On-site; USD 25,000 - 28,000; Full time

Job summary

RealManage is seeking an Onsite Administrative Assistant in Columbia, SC to provide high‑level support to the Executive Director and the onsite team. This role handles board communications, calendar coordination, and essential administrative tasks to improve executive efficiency and ensure smooth daily operations.

The ideal candidate will be organized, proactive, discreet, and capable of handling confidential matters while building strong internal and external relationships.

Qualifications

• Bachelor’s degree preferred.
• Experience reading and reviewing monthly financials, AP/AR.
• 2-3 years in customer service, administrative assistance, and supervision.
• Experience in Community Management Industry desirable.
• Strong organizational and time management skills; able to work independently.
• Strong customer service skills and a positive attitude.
• Ability to handle stress and pressure.
• Advanced computer skills in Microsoft Office Outlook, Word, and Excel.
• Exceptional communication skills (verbal and written).
• Regular evening meetings and occasional weekend hours.

Responsibilities

• This position is onsite assisting with AP/AR collections, minutes, Board Packets, ensuring the office is stocked, etc.
• Monitor and maintain oversight of state and federal corporate filing requirements to ensure compliance at all times
• Manage communication with homeowners to ensure compliance at all times
• Coordinating payment of all invoices due
• Updating communication platforms, including the community website
• Oversight of executive calendar to maintain timely completion of tasks and timeline management
• Manages filing systems to include, but not be limited to, hard copy files, digital files, vendor contracts, minute books, etc.
• Implementation and oversight of 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, creating and/or editing packet content as needed, then attending the meetings to take the minutes on the meeting as well as managing all required meeting follow‑up tasks
• Assist with the annual board election process
• Support lifestyle events and activities to include day‑of‑event assignments as needed
• Support the creation and distribution of newsletters to residents
• Coordinate all association mail
• From time to time, 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, etc.)
• Other assignments as deemed necessary by the Executive Director

Skills

Communication skills

Microsoft Office

Organizational skills

Customer service

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Excel

Outlook

Word

Job description

RealManage is seeking an Onsite Administrative Assistant in Columbia, SC to provide high‑level support to the Executive Director and the onsite team. This role handles board communications, calendar coordination, and essential administrative tasks to improve executive efficiency and ensure smooth daily operations.

The ideal candidate will be organized, proactive, discreet, and capable of handling confidential matters while building strong internal and external relationships.