Onsite HOA Receptionist/Administrative Assistant (CHTX2024-7681) - RealManage

Overview: 

GrandManors is a Division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The GrandManors professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single- family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry. 

GrandManors 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 withpeople 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.

The Onsite Receptionist/Administrative Assistant assists in the management of daily operations of community associations delivering professional services and exceptional customer satisfaction in accordance with the service level agreement, and in alignment with the company’s guiding principles.

Property Summary: 

Lake Ridge is a 3,400 acre community of over 2,080 custom homes ideally located just south of the Dallas/Fort Worth Metroplex.  Lake Ridge offers an impressive lifestyle opportunity, with a wide array of sophisticated options for shopping, dining, and entertainment, such as Tangle Ridge Golf Club, Joe Pool Lake, Cedar Hill State Park, Valley Ridge Park, and Uptown Village at Cedar Hill.  For the Property Owner’s convenience, GrandManors Property Management provides on-site property management at the direction of the POA Board of Directors. 

Responsibilities:

Responsibilities:

• The primary duties are assisting with homeowner-related inquiries via walk-in, phone, email, and regarding violations. The role is in office Receptionist/Admin support to the AGM’s.
• This role is the primary face of the onsite office. Assist guests that come into the office, help residents with statements and assessment payments, or direct them to the appropriate person.
• Inspections as needed – which include driving through the community regularly and reporting property code violations in accordance with neighborhood guidelines to maintain community appearance. Take photos of violations, accurately record observations, and attach them to homeowner records using proprietary software. Documentation, Issuance, tracking, and follow-up of violation notices
  • Triage incoming emails
  • Answering incoming phones
  • Responding to customer calls and emails regarding inquiries, violations, and concerns
  • Represent the Management company and Association in a positive and professional manner
  • Assisting owners with questions regarding account information, rules and regulations, processes, and procedures
  • Assisting owners with HOA related issues and communicating with AGM or GM when appropriate
  • Opening all mail and packages and distribute appropriately
  • Maintain Conference Room Calendar
  • Maintain Calendar for clubroom reservations
  • Assist with scheduling of ACC Meetings
  • Keeping all New Homeowner Orientation packets stocked and up to date
  • Using Google Drive, Microsoft Word, Excel, Outlook
  • Keeping SOP Binder 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
  • Keeping file and record retention system up to date
  • Assisting with preparing for HOA Board meetings following set procedures
  • Assisting with preparing for the Annual Owners Meeting and Reception following set procedures
  • Assisting in preparing, proofing, and sending communications out to owners and others
  • Preparing and managing distribution of gate clickers to owners
  • Assisting AGM with projects as requested
  • Attending miscellaneous meetings when requested by GM

• 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 conduct assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
  • Musst have own vehicle, clean driving record, and be detail oriented.
  • Previous HOA experience is required
  • Must be a people person and like interacting and being client-facing regularlyAbility to read, understand and interpret governing documents for the communities
  • Strong communication skills (written, verbal, and in person)
  • Proficient with Microsoft Office
  • Quick study when it comes to learning new software and technology in general
  • Detailed oriented, accurate and organized
  • Ability to multitask, excellent time management and prioritizing skills
  • Ability to work independently but also work as a team player (ability to work with a team in an office setting and independently in the field)
  • Ability to work with a diverse group of people, including peers, homeowners, and Board members
  • Three or more years effectively serving clients/customers
  • Ability to use sound and prudent judgment to determine if a violation should be cited

Pay and Benefits:

$20 - $23 per hour, depending on education and experience.

Benefits include:

• Medical Insurance - * ‘Employee’ Insurance premium is paid for by company
  • Highest level employee plan will incur a cost
• 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