Administrative Support Specialist

3 days ago


Vero Beach, Florida, United States RealManage Full time

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
  • 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)
Qualifications
  • 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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