Onsite HOA Coordinator & Board Support

RealManage; Sterling, Fairfax (VA, VA); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life and Disability Insurance

HSA

FSA

Education Reimbursement

401K matching

Employee Assistance Program (EAP)

11 paid Holidays

Job summary

RealManage is seeking an onsite Association/Administrative Specialist in Sterling, VA, to support HOA boards and homeowners. The role involves handling calls, mail, board materials, deed restrictions, renewals, and meeting coordination within a fast-paced office.

Requirements include an Associate degree and at least 1 year HOA management experience, plus excellent written and verbal English communication and strong organizational skills.

Qualifications

• Associate degree required.
• Minimum of one year HOA Management experience required.
• Previous onsite management experience strongly preferred.
• Strong interpersonal, supervisory and customer service skills are required.
• Able to set priorities, plan, organize, and delegate effectively.
• Strong written and verbal communication skills. Must have command of the English language both written and verbal.
• Excellent phone etiquette.
• Ability to work effectively under time constraints and deadlines.
• Ability to read, understand, and explain financial statements including balance sheets, income statements and general ledger.

Responsibilities

• Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests, while maintaining records
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists General Manager with monthly board packages and in-house mailings
• Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolved
• 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
• 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: Attend Board Meetings and Annual Members Meetings as needed to assist the Association Manager and to record minutes
• Prepare Minutes: Draft meeting minutes and make additions/changes as directed by the Association Manager and Board Members for assigned associations. Manage 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 new associations 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
• Plus other work-related tasks as needed

Skills

Interpersonal skills

Customer service

Written and verbal communication

Time management

Organizational skills

Phone etiquette

Education

Associate degree

Job description

RealManage is seeking an onsite Association/Administrative Specialist in Sterling, VA, to support HOA boards and homeowners. The role involves handling calls, mail, board materials, deed restrictions, renewals, and meeting coordination within a fast-paced office.

Requirements include an Associate degree and at least 1 year HOA management experience, plus excellent written and verbal English communication and strong organizational skills.