Onsite Administrative Assistant (AFL2026)

RealManage•Alva, FL

5d•$23 - $26•Onsite

About The Position

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. Position Overview The Administrative Assistant supports the daily operations of the Homeowners Association by providing clerical, communication, and organizational support to the board, property manager, and community members. This role ensures smooth workflow, timely responses, and accurate record-keeping to help maintain a well-managed and professional HOA environment.

Requirements

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.

Nice To Haves

Associate degree preferred.

Responsibilities

Serve as the primary point of contact for homeowners, vendors, and board members via phone, email, and in-person communication.
Manage and maintain HOA records, including homeowner files, meeting minutes, invoices, vendor contracts, and compliance documentation.
Assist in preparing notices, newsletters, meeting agendas, and other communications to residents.
Coordinate HOA board meetings, annual meetings, and community events (scheduling, setup, minutes, documentation).
Process incoming and outgoing mail; track and distribute architectural review requests and compliance letters.
Support financial processes such as invoice processing, fee collection tracking, and reconciling dues (actual bookkeeping handled by accountant/management team).
Maintain HOA calendars, databases, and community management software.
Assist with vendor coordination, service requests, work orders, and follow-up to ensure completion.
Provide general office support including filing, scanning, data entry, and supply management.
Ensure confidentiality and compliance with HOA policies, state regulations, and governing documents.