Administrative Assistant (SDCA102026)

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.

Position Overview

The Administrative Assistant serves as the first point of contact for homeowners, vendors, and visitors, creating a welcoming and professional experience for all who interact with the office. This role is responsible for managing incoming communications, providing exceptional customer service, and supporting a variety of administrative and operational functions across multiple departments.

As a key member of the team, the Administrative Assistant helps ensure efficient day-to-day operations by facilitating communication, coordinating workflows, and supporting front-office activities. This position plays an important role in maintaining operational efficiency, supporting team productivity, and delivering a high level of service to homeowners, vendors, visitors, and internal teams.

This is an excellent opportunity for an organized, detail-oriented professional who thrives in a fast-paced environment, enjoys working collaboratively across departments, and takes pride in delivering exceptional customer service and administrative support.

Responsibilities

Customer Engagement & Communication

• Serve as the primary point of contact for homeowners, visitors, vendors, mail carriers, and delivery personnel entering the office.
• Serve as a central point of coordination for incoming inquiries from homeowners, vendors, and internal teams
• Ensure all requests are addressed promptly and routed accurately to the appropriate departments
• Maintain a professional and organized office environment
• Support consistent, high-quality communication across phone and email channels

Communication Management

• Monitor communication channels to ensure responsiveness and adherence to service standards
• Respond to or route incoming emails to the appropriate team members
• Document inquiries and ensure timely follow-up when needed

Office Operations Support

• Oversee incoming and outgoing mail distribution to support daily office operations
• Receive homeowner HOA payments and issue payment receipts in accordance with established procedures.
• Coordinate with delivery providers to ensure timely handling of packages and documents

Administrative Support

• Partner with internal departments (including Account Services, Collections, and Escrow) to support workflow efficiency and operational needs
• Assist with data entry, record keeping, and document organization
• Support special projects and team initiatives as needed
• Perform additional administrative duties as assigned

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.

Qualifications

• 1-3 years of administrative, operations, or customer service experience preferred
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Strong interpersonal skills with a customer-service mindset
• High attention to detail and accuracy
• Ability to handle confidential information with professionalism and discretion

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

$20.00 to $23.00 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.