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RealManage · 4 hours ago

Onsite Administrative Assistant/ACAM (530 East Central)

Orlando, FL

Full-time

Onsite

New Grad, Entry Level

$60K/yr - $65K/yr

RealManage is a company that specializes in the management of community associations with onsite staff, focusing on customer service and lifestyle for the residents and boards they serve. The Onsite Administrative Assistant/ACAM will supervise team members, manage communication with homeowners and vendors, and assist in the preparation of board meeting materials.

Real Estate

Responsibilities

Supervision of team members

Receives and responds to incoming calls from homeowners, Board members, and vendors. Follow through on various requests while maintaining records

Processes and distributes incoming and outgoing mail for the office and the Associations

Prepares and assists the General Manager with monthly board packages and in-house mailings

Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain the violation log, both active and resolved

Renewals: Track expiration dates on all agreements for assigned associations (landscape maintenance, pool maintenance, janitorial, etc.), solicit bids for renewal, renew the agreements with the current vendor if requested, and/or assist with the bid packet preparation. Ensure that all agreements are fully executed and are appropriately filed

Meeting Notice Preparation: Assist with the preparation of the Board Meeting Packets and Annual Members Meeting Packets in accordance with the association’s bylaw notice requirements

Attendance at Meetings: Attend Board Meetings and Annual Members Meetings as needed to assist the Association Manager and to record minutes

Prepare 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 meeting

New Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members Meeting

Maintenance of Corporate Records: Maintain and update the corporate records and minute books for assigned associations

Committee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee, and manage committee requests

Filing: Set up files for new associations as assigned and maintain association files per standard office procedures

Research and Coordination: Assist the Association Manager with researching resident requests, securing locations, and dates for meetings

Proofread all community correspondence

Plus other work-related tasks as needed

Qualification

Team supervisionCustomer serviceMeeting coordinationRecord managementMinute taking

Required