Onsite Office Manager(NPFL101526)

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

Job Details: Job Location: North Port, FL 34287, Position Type: Full Time, Salary Range: $23.00 - $25.00 Hourly, Job Category: SARGEN,

Company Summary

RealManage is a leading national community association management company serving homeowners' associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, master-planned communities, and nationally recognized developer and builder clients. RealManage is proud to be recognized on the Inc. 5000 list of America's fastest-growing private companies and ranked among the top firms in the community management industry. We combine experienced people, innovative technology, and proven practices to help communities thrive.

At RealManage, The RM Way is our service identity - something we live every day. It provides a shared definition of what great looks like, a common language for coaching and recognition, and a standard every associate can own. It guides how we serve our clients, how we serve each other, and how we grow.

Our commitment to an exceptional associate experience is reflected in RealManage being Great Place to Work® Certified™. We believe exceptional client experiences start with our associates, and we foster a workplace where people are supported, encouraged to grow, and empowered to deliver outstanding service.

Join RealManage and be part of a values-based organization where The RM Way shapes how we serve, work, grow, coach, and recognize one another every day - while making the communities we manage stronger because RealManage is there.

Our Guiding Values

• 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. At RealManage, we are always getting better.

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

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.

Qualifications:

• High school diploma or GED required. Associate degree preferred.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel and Power Point).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

Physical Requirements

• Ability to sit for prolonged periods at a desk and work on a computer.
• Ability to occasionally stand, walk, bend, or reach as needed.
• Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).
• Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.
• Visual acuity to read printed materials, spreadsheets, and computer screens.
• Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.
• Ability to work in a standard office environment with moderate noise levels.
• Ability to work a standard schedule, with occasional extended hours as required.

Pay and Benefits

$23.00 to $25.00 / hour , depending on education and experience.

Benefits include

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 11 paid Holidays

EEO & Values Statement

RealManage is a values-based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

ADA Statement

RealManage is committed to providing reasonable accommodation to individuals with disabilities. If you need an accommodation to apply for this position or perform essential job functions, please contact Human Resources at [e-mail].