Onsite Administrative Assistant (Del Webb Sweetgrass)

RealManage•Richmond, TX

5d•$20 - $22•Onsite

About The Position

The Administrative Assistant is a key member of the Del Webb Sweetgrass management team in Richmond, Texas. The role provides administrative, operational, and customer service support to the Community Manager, Board of Directors, staff, residents, committees, and vendors. It supports the Association office’s daily operations, facilitates communications, maintains records, coordinates meetings and projects, and provides service to residents. The role includes preparing correspondence and meeting materials, maintaining electronic and physical records, responding to emails and telephone inquiries, supporting resident requests, coordinating work orders and vendors, and assisting with reports and documentation. Responsibilities may evolve based on Board direction and community needs. Reasonable accommodations may be made for qualified individuals to perform essential functions.

Requirements

Associate degree or equivalent work experience.
Minimum two years of administrative support experience.
Demonstrated proficiency with Microsoft Office applications.
Exceptional customer service and interpersonal skills.
Strong verbal and written communication skills.
Excellent organizational and time management abilities.
Ability to maintain strict confidentiality.
Strong attention to detail and accuracy.
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.
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.
Ability to work a standard schedule, with occasional extended hours as required.

Nice To Haves

Experience in HOA management, property management, hospitality, or similar environments.
Experience supporting Boards of Directors and committees.
Experience taking meeting minutes and maintaining official records.
Bilingual communication skills.
Working knowledge of HOA operations.

Responsibilities

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 supply orders.
Update and maintain content and information on the Association’s public-facing website.
Create graphic designs for event flyers and resident communications.
Prepare Board, committee, annual membership, and special meeting materials, including agendas, meeting packets, exhibits, reports, notices, and supporting documentation.
Attend meetings as directed and accurately record minutes, motions, and voting results.
Maintain official Association records related to Board and committee activities.
Serve as a primary point of contact for residents regarding Association operations and respond to inquiries in a timely, professional manner.
Coordinate resident requests with management, maintenance staff, vendors, and contractors.
Assist with homeowner onboarding and welcome materials.
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.
Maintain homeowner account records and ownership documentation.
Assist with operational, work order, violation, and architectural review reports.
Prepare incident reports and maintain related documentation.