Job description

Company Overview: RealManage is a prominent national firm recognized on the Inc. 5000 list, operating across 16 states + Washington DC and serving a diverse array of clients including homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. Our client base also includes nationally renowned developer and builder clients. Ranked among the top firms in the community management industry (#3 out of 5,000+), RealManage distinguishes itself by delivering exceptional solutions at competitive prices. We leverage cutting-edge cloud-based technologies and mobile apps, supported by industry-leading practices and a highly skilled workforce. Our mission at RealManage is to offer comprehensive and innovative solutions that consistently surpass customer expectations. We prioritize transparency and visibility in all client interactions, continuously measuring our performance to achieve rapid improvement. We foster a workplace culture that promotes professionalism, encourages growth, and embraces diversity. By maintaining financial strength and focusing on continual innovation, we aim to lead the industry with pioneering advancements. Join RealManage and contribute to a company dedicated to excellence, innovation, and delivering unparalleled service in community management. Responsibilities: • Supervision of team members • Receives & responds to incoming calls from homeowners, Board members & vendors. Follow through on various requests & maintaining records • Processes and distributes incoming and outgoing mail for the office and Association. • 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 This description is not intended to be an exhaustive list of duties. The employee may perform other duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position. Education/Work Experience Requirements: • CMCA or state-equivalent certifications desired. • Minimum 2-3 years in property management /community management experience in addition to other professional work experiences that demonstrate leadership capabilities. • Proven ability to effectively manage and lead a team. • Experienced in managing complex developer portfolios and relationships. • Strong understanding of community association business and financial statements. • Excellent organizational, time management, and communication skills. • High integrity, honesty, professionalism, and customer service orientation • Excellent verbal and written communication skills, with the ability to effectively engage with both internal and external customers. • Proficiency in MS Office applications (Word, Excel, and Outlook). Physical Requirements: • Must be able to remain in stationary position 50% of the time. • The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer and printer. • Constantly positions self to maintain files in file cabinets • The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. • The ability to observe details at close range (within a few feet of the observer). • Frequently moves boxes weighing up to 20lbs across office for various needs • Works in outdoor weather conditions while onsite at various communities. • Occasionally ascends/descends a ladder or stairs. Pay and Benefits: $61,000 to $63,000, 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

Requirements

Must-haves

Join RealManage and contribute to a company dedicated to excellence, innovation, and delivering unparalleled service in community management.
Supervision of team members
Receives & responds to incoming calls from homeowners, Board members & vendors. Follow through on various requests & maintaining records
Processes and distributes incoming and outgoing mail for the office and Association.
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
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
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
CMCA or state-equivalent certifications desired.
Minimum 2-3 years in property management /community management experience in addition to other professional work experiences that demonstrate leadership capabilities.
Proven ability to effectively manage and lead a team.
Experienced in managing complex developer portfolios and relationships.
Strong understanding of community association business and financial statements.
Excellent organizational, time management, and communication skills.
High integrity, honesty, professionalism, and customer service orientation
Excellent verbal and written communication skills, with the ability to effectively engage with both internal and external customers.
Proficiency in MS Office applications (Word, Excel, and Outlook).

Nice-to-haves

None flagged.

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: paycom
Effort: medium

Benefits

Benefits detected in the listing.

Dental

Vision

401k