Onsite Assistant Community Manager (SDCA42126)

Company OverviewRealManage 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.ResponsibilitiesSupervision of team membersReceives & responds to incoming calls from homeowners, Board members & vendors. Follow through on various requests & maintaining recordsProcesses and distributes incoming and outgoing mail for the office and Association.Prepares and assists General Manager with monthly board packages and in-house mailingsDeed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolvedRenewals: 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 filedMeeting Notice Preparation: Assist with the preparation of the Board Meeting Packets and Annual Members Meeting Packets in accordance with the association’s bylaw notice requirementsAttendance at Meetings: Attend Board Meetings and Annual Members Meetings as needed to assist the Association Manager and to record minutesPrepare 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 meetingNew Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members MeetingMaintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associationsCommittee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requestsFiling: Set up files for new associations as assigned and maintain association files per standard office proceduresResearch and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetingsProofread all community correspondencePlus other work-related tasks as neededThis 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.