Administrative Assistant (PTX92826)

Role: Administrative Assistant

Location: Plano, TX

Pay Range: $19.00 - $21.00 per hour (depending on education and experience)

Job Type: Full Time

Why RealManage

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 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

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. At RealManage, we are always getting better.

Role Summary

This position provides administrative and operational support to our community management team while also serving as a key point of responsibility for office mail processing, document routing, and administrative workflow.

The ideal candidate is organized, dependable, detail-oriented, and comfortable managing multiple priorities. Because this position handles important corporate, client, and legal correspondence, strong judgment, confidentiality, accuracy, and timely follow-through are essential.

Essential Duties and Responsibilities

• Manage the daily receipt, opening, sorting, processing, and routing of incoming office mail and deliveries.
• Identify and appropriately route corporate correspondence, association mail, checks, invoices, notices, certified mail, and other time-sensitive documents.
• Recognize legal notices, demands, subpoenas, government correspondence, attorney communications, and other potentially significant documents and immediately escalate them through the appropriate internal channels.
• Maintain accurate records or logs for certified, legal, and other critical correspondence as required.
• Scan, distribute, and electronically file documents while ensuring information reaches the appropriate individual or department promptly.
• Coordinate outgoing mail, certified mail, overnight deliveries, and other correspondence.
• Provide day-to-day administrative support to Community Association Managers and the management team.
• Answer and route incoming calls and emails while providing professional and responsive customer service.
• Assist with homeowner and client communications, correspondence, notices, mailings, and community-related materials.
• Prepare, organize, and maintain association records, documents, meeting materials, and electronic files.
• Assist with board and annual meeting preparation, including notices, packets, agendas, sign-in materials, and supporting documentation.
• Assist management with tracking open items, deadlines, follow-ups, and recurring community deliverables.
• Support vendor coordination and maintain appropriate administrative records.
• Perform data entry and maintain accurate homeowner, community, and vendor information within company systems.
• Provide general office support, including scanning, filing, supplies, document organization, and administrative coordination.
• Work collaboratively with Management, Accounting, Customer Service, and other VCM departments to ensure information and requests are routed efficiently.
• Maintain strict confidentiality when handling homeowner, client, employee, legal, and company information.
• Provide additional administrative and operational support as business needs require.

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.

• Previous administrative, office, mailroom, customer service, or related experience preferred.
• HOA or community association management experience is a plus but not required.
• Strong organizational skills with exceptional attention to detail.
• Ability to recognize time-sensitive or potentially significant correspondence and escalate appropriately.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments and deadlines in a fast-paced environment.
• Professional judgment and discretion when handling confidential or sensitive information.
• Proficiency with Microsoft Outlook, Word, Excel, and standard office applications.
• Comfortable learning new software, systems, and processes.
• Dependable, adaptable, and committed to following established procedures.
• Ability to work independently while contributing to a collaborative team environment.

What Success Looks Like

Success in this role means being someone the entire office can rely on. Mail and documents are processed accurately and promptly, important correspondence reaches the right people without delay, administrative responsibilities stay organized, and nothing critical falls through the cracks.

This position serves as an important administrative connection point for the Plano office and helps ensure our management and operational teams have the information and support they need to serve our communities effectively.

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

$19.00 to $21.00 per 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 hr@ciramail.com.