Onsite Administrative Assistant (Hollywood, FL)

Role: Onsite Administrative Assistant

Location: Hollywood, FL

Pay Range: $23.00 - $25.00 per hour (depending on education and experience)

Job Type: Full Time

Company Summary

RealManage Elevated Onsite 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 RealManage Elevated Onsite 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.

RealManage Elevated Onsite 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; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued

Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.

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.

Role Summary

The Administrative Assistant serves as a key member of the Del Webb Sweetgrass management team and provides administrative, operational, and customer service support to the Community Manager, Board of Directors, staff, residents, committees, and vendors. The position is responsible for supporting the day-to-day operations of the Association office, facilitating communications, maintaining records, coordinating meetings and projects, and providing exceptional service to residents.

Responsibilities

Administrative Support

• Provide confidential administrative support to the Community Manager and management team
• Draft, proofread, distribute, and maintain correspondence, notices, reports, and community communications
• Maintain organized electronic and physical filing systems
• Receive, sort, distribute, and process incoming mail, packages, deliveries, and correspondence
• Monitor and respond to Association emails and telephone inquiries
• Maintain office supply inventory and coordinate ordering of supplies

Board and Committee Support

• Assist in the preparation of Board, committee, annual membership, and special meeting materials
• Prepare agendas, meeting packets, exhibits, reports, notices, and supporting documentation
• Attend meetings as directed and accurately record meeting minutes, motions, and voting results
• Maintain official Association records related to Board and committee activities

Resident Relations and Customer Service

• Serve as a primary point of contact for residents regarding Association operations
• Respond to resident inquiries in a timely and professional manner
• Coordinate resident requests with management, maintenance staff, vendors, and contractors
• Assist with homeowner onboarding and welcome materials

Work Orders and Vendor Coordination

• Create, track, update, and close work orders
• Coordinate service requests and appointments with residents, vendors, and contractors
• Maintain contractor and vendor files, certificates of insurance, and service records

Records and Reporting

• Maintain homeowner account records and ownership documentation
• Assist with the preparation of operational, work order, violation, and architectural review reports
• Prepare incident reports and maintain related documentation

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.

• Administration and customer service experience required
• Valid Driver's License with a clean driving record required
• Bilingual (Spanish/English) preferred
• Professional written and verbal communication skills
• HOA experience is a plus
• Excellent organizational and time management abilities
• Strong attention to detail and accuracy

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.

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.

Pay and Benefits

$23.00 - $25.00 per hour (depending on education and experience)

Benefits Include

• Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA account for health-related expenses
• FSA account for dependent care expenses
• Education Reimbursement for industry related classes
• 401K match after 1 year
• Employee Assistance Program (EAP)
• 9 paid holidays and 2 floating 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.