Onsite Administrative Assistant (Del Webb Sweetgrass)

RealManage•Richmond, TX

5d•$20 - $22•Onsite

About The Position

The Administrative Assistant serves as 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 day-to-day operations by facilitating communications, maintaining records, coordinating meetings and projects, and providing service to residents. The position supports administrative and Board activities, responds to resident inquiries, coordinates work orders and vendor services, and maintains Association records and reports. The listed duties are not exhaustive and may evolve with Board direction and community needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

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.

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 content and maintain information on the Association’s public-facing website.
Create graphic designs for event flyers and resident communications.
Assist in preparing 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 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 preparing operational, work order, violation, and architectural review reports.
Prepare incident reports and maintain related documentation.