Administrative Support Specialist
3 days ago
At RealManage, we are committed to delivering exceptional community management services. As an Administrative Specialist, you will play a vital role in supporting the Licensed Community Association Manager and ensuring the smooth day-to-day operations of our associations.
Responsibilities- Familiarization with community governing documents is essential for success in this role. You will assist the CAM with tasks such as:
- Familiarization with Community Governing Documents
- Board of Director Meetings
- Notice Mailings
- Meeting Preparation
- Annual and Organizational Meetings
- Notice Mailing
- Meeting Preparation
- Attend Meeting to assist with sign-in, ballot and proxy counting
- Budget Meeting
- Vendor Mailing
- Notice Mailing
- Meeting Preparation
You will also be responsible for administrative functions and client support, including:
- Data entry and Record Updates
- Resident Info Sheet
- Certificate of Appointment of Voting Representative
- Email Authorization
- Directory Consent
- E-Voting Authorization
- Client On-boarding
- Welcome Mailing
- Update all forms to reflect management company change
- Upload revised forms to the Share Drive
- Upload revised forms to Caliber
- Community information
- File appropriately to the Share Drive
- Upload as necessary to Caliber
- Process Sales Applications
- Process Lease Applications
- Process ARC Applications
- Process Maintenance requests:
- Create workorders
- Distribute to vendor
- Follow-up and update record
- Create workorders
- Process Violation letters
- Follow-up and update record
- Client Communication/Eblasts
- Client, Board of Directors, Vendor Communication
- Answer incoming calls
- Effective and timely client correspondence
- Greet and assist visitors
- Update and Maintain Association Forms
- Update and Maintain Association Directory (if applicable)
- 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.
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