Onsite HOA Office Manager - Member Support

RealManage, LLC; North Port (FL); On-site; USD 32,000 - 34,000; 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, LLC is seeking an administrative professional to support HOA operations in North Port, FL. This role handles day-to-day tasks, processes payments, and assists owners with policies and procedures within a fast-paced office environment.

You will work with CAM and vendors, manage invoices, mail, and document control, and help maintain owner portals and files. The position includes a strong emphasis on accuracy, teamwork, and customer service excellence.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Excellent verbal and written communication skills.
• Excellent computer proficiency (MS Office – Word, Excel and Power Point).
• Must be able to work under pressure and meet deadlines with a positive attitude and customer service focus.
• Ability to work independently and carry out assignments to completion.

Responsibilities

• Handling day-to-day tasks and communication in a fast-paced environment.
• Receives checks and helps process payments.
• Assisting owners with questions regarding policies and procedures.
• Assisting owners with HOA related issues and communicate to CAM when appropriate.
• Opening all mail and packages and distribute appropriately.
• At the direction of the CAM, electronically filing all invoices and send to CAM for processing.
• Invoicing property entities for water usage and confirm payment.
• Invoicing property entities for employee vehicle passes and confirm payment.
• Keeping all contact lists up to date.
• Keeping all Homeowner packets up to date.
• Using Google Drive, Microsoft Word, Excel, Outlook.
• Keeping Security Binders up to date.
• Keeping all owner files up to date.
• Keeping owner portal up to date with monthly and annual documents.
• Acting as an owner liaison between owners/guests and vendors, as needed.
• Processing and making bank deposits twice weekly.
• Keeping file and record retention system up to date.
• Preparing for and attending quarterly HOA Board meetings following set procedures.
• Preparing for and attending Annual Owners Meeting and Reception following set procedures.
• Preparing meeting minutes for all Board of Director and Annual Meetings.
• Assisting in preparing, proofing and sending communications out to owners and others.
• Preparing and managing ordering for annual vehicle passes and annual meeting materials.
• Assisting CAM with projects and meetings as requested.
• Attending miscellaneous meetings when requested by CAM or Board of Directors.

Skills

Communication

Customer service

Data entry

Office software

Education

High school diploma or GED

Associate degree

Tools

Microsoft Word

Excel

Outlook

Google Drive

Job description

RealManage, LLC is seeking an administrative professional to support HOA operations in North Port, FL. This role handles day-to-day tasks, processes payments, and assists owners with policies and procedures within a fast-paced office environment.

You will work with CAM and vendors, manage invoices, mail, and document control, and help maintain owner portals and files. The position includes a strong emphasis on accuracy, teamwork, and customer service excellence.