Onsite Administrative Assistant (Del Webb Sweetgrass)

RealManage•Richmond, TX

2d•$19 - $24•Onsite

About The Position

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.

Requirements

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.
Associate degree or equivalent work experience.
Minimum two years of administrative support experience.
Demonstrated proficiency with Microsoft Office applications.
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.
Ability to work a standard schedule, with occasional extended hours as required.

Nice To Haves

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

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 ordering of supplies.
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.
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.
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 the preparation of operational, work order, violation, and architectural review reports.
Prepare incident reports and maintain related documentation.