Administrative Assistant / ACAM (WBVA2025-8101)

RealManage • Woodbridge, VA

300d • $25 - $27

About The Position

Imagine working for a dynamic, technology-driven HOA management company that is rapidly expanding, offering abundant opportunities for career advancement, and fostering a company culture that genuinely supports its team members. 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. At RealManage / Cardinal, we deeply value your professionalism and dedication. We are dedicated to ensuring your long-term career success and consider you not just an employee, but a valued member of our family. Join us at RealManage and be part of a thriving environment where growth, innovation, and supportive teamwork define our everyday operations.

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.

Responsibilities

• Issue parking & pool passes (if applicable) & maintain tracking
• Preparing & maintaining tracking logs as applicable or requested
• Process clubhouse rentals
• Annual Meeting preparation
• Process returned mail-Note: address changes are handled by accounts receivable
• Reserve rooms for in-person Board/Annual Meetings when applicable
• Update Board list/Board labels/contact info on external documents and in CINC directory
• Draft, proof and edit written correspondence and email blasts
• Proofread/copy/scan/finalize unstaffed community management reports & email to client. Producing copies of agendas and other meeting materials as needed
• Land records research when needed/applicable
• Accept and verify that ARC applications are complete and forward them to ARC contact, point of contact for owner and committee for questions and correspondence
• Proof & send out community mailings (Annual Meetings, Budget, etc.)
• Assist clients and customers via email and phone regarding parking passes, pool passes, ARC applications, rules and regulations
• Send out email blasts through Association websites
• Mail letters for ARC inspections, HVAC, Dryer, Chimney or other mandatory inspections (reminders, tracking)
• Process & coordinate access requests & tracking (key fobs, building entry codes) when not otherwise handled onsite
• Assist with basic owner inquiries such as water shut off locations, lockbox questions or access to utility closets
• Assist in gathering information & materials for FHA renewals or insurance renewals at manager's request
• Assist in updating community info sheets, or other documents as requested
• Processing & collecting electronic signatures on company-approved platform for contracts, resolutions etc.
• Assisting manager in responding to emails and phone calls as needed within the Community Administrative Professional area of expertise and job description scope
• Setting up Zoom meeting links for Board and Annual Meetings using manager account
• Assist manager in researching and preparation of templates and sample materials
• Ordering community specific supplies (parking passes, pool passes etc.)
• Maintain knowledge of Community Management industry and systems
• Must be able to lift, bend, stoop, climb, reach, and lift up to 25 pounds
• Other duties as assigned

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 11 paid Holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Real Estate
• Education Level: High school or GED