Office Administrator

Office Administrator

Imagine working for a dynamic, technology-driven HOA management company that is rapidly expanding, offering abundant opportunities for career advancement, and fostering a company culture that genuinely supports its team members.

RealManage has earned the prestigious Certified recognition from Great Place to Work, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience.

At RealManage, we deeply value your professionalism and dedication. We are dedicated to ensuring your long-term career success and consider you not just an employee, but a valued member of our family.

Join us at RealManage and be part of a thriving environment where growth, innovation, and supportive teamwork define our everyday operations.

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.

RealManage is a values-based company with the following values as our guiding principles:

• 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; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Responsibilities:

• Office & Facilities Management: Maintain a clean, organized, and welcoming office space for guests and associates
• Clean and stock kitchen/break room
• Organize storage spaces
• Coordinate with building facilities for:
• Conference room bookings
• Circuit outages
• Bathroom maintenance
• Trash Pick Ups
• Carpet Cleaning
• Handyman fixes
• Temperature adjustments
• Reception & Front Desk Support: Greet and assist walk-in guests:
• HOA homeowners payments, complaints, ARC submissions, resolutions, etc.
• Vendors introductions, connecting to appropriate VCM contacts, tours prior to meetings
• Mail Management: Daily incoming mail: open, scan/file, and distribute
• Handle outgoing mail and maintain related supplies (VCM envelopes, postage, labels, etc.)
• Southdata mailings and return mail
• Coordinate FedEx shipments, pickups, and drop-offs
• Employee Engagement & Support: Coordinate associate anniversary announcements/cards and ship branded gifts
• Collaborate on birthday celebrations and event participation
• Support onboarding and offboarding:
• Prepare workspaces (desk setup, supplies, tech equipment)
• Assist with system and building access
• Ship equipment/merch to and from Dallas (outside markets)
• Offboarding task: desk clearance, tech inventory w/ RM
• Events & Marketing Support: Help coordinate internal events and holiday/celebration dcor (ensure inclusivity)
• Support social media and the VCM Social Committee:
• Set up for events, take photos, participation
• Conference rooms, Lunch & Learns:
• Reserve rooms, prepare materials, send invites (departmental), take photos, collect post-event feedback
• Inventory & Supply Management: Office supplies & kitchen:
• Maintain inventory and place orders
• VCM branded merchandise:
• Track inventory and coordinate orders with Danielle
• Tech equipment:
• Track inventory, assist with audits, request equipment for all markets, ship as needed
• Departmental Support (As Needed):
• Operations: Audits, data entry/imports, collections/holds, internal mail outs, Canva design
• Resale:
• Daily Settlements (mail & FedEx): Prepare, stamp, and count
• Take monthly meeting minutes
• Accounting:
• Scan and distribute bank statement mail daily
• AP:
• Receiving and Releasing AP checks
• Management:
• Southdata
• Pool card/replacements charges (outside Dallas)
• PCC tracking
• Customer Service Support (As Needed): Payments, complaints, resolutions and more.
• Plus other work-related tasks as needed

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.

Pay and Benefits:

$17.00 to $20.00, 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