Onsite Administrative Assistant (AVA101926)

RealManage•Arlington, VA

3d•$22 - $25•Onsite

About The Position

RealManage is seeking an onsite Administrative Assistant at The Cavendish in Arlington, Virginia. The role supports day-to-day HOA operations and communication in a fast-paced environment, assists owners with questions and HOA-related issues, and serves as a liaison among owners, guests, vendors, and the Community Association Manager (CAM). The assistant maintains records, files, contact lists, owner packets, security binders, and the owner portal; handles invoices and deposits; and supports communications, projects, and meetings. The position includes preparing for and attending quarterly HOA Board meetings and the Annual Owners Meeting and Reception, following established procedures, and preparing meeting minutes. The assistant also helps manage annual vehicle-pass and meeting-material orders and performs other work-related tasks as needed. The role requires a standard schedule, with occasional extended hours as required.

Requirements

High school diploma or GED.
Valid driver’s license.
Excellent verbal and written communication skills, including the ability to communicate effectively with internal and external customers.
Excellent computer proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
Ability to work under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
Ability to work independently and complete assignments within the parameters of instructions, prescribed routines, and standard accepted practices.
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 weighing 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

Associate degree.

Responsibilities

Handle day-to-day tasks and communication in a fast-paced environment.
Assist owners with questions regarding policies and procedures and with HOA-related issues; communicate with the CAM when appropriate.
Open and distribute mail and packages.
Electronically file invoices at the CAM’s direction and send them to the CAM for processing.
Invoice property entities for water usage and confirm payment.
Invoice property entities for employee vehicle passes and confirm payment.
Keep contact lists, homeowner packets, security binders, owner files, and the owner portal up to date, including monthly and annual documents.
Use Google Drive, Microsoft Word, Excel, and Outlook.
Act as an owner liaison among owners, guests, and vendors as needed.
Process and make bank deposits twice weekly.
Maintain the file and record-retention system.
Prepare for and attend quarterly HOA Board meetings according to established procedures.
Prepare for and attend the Annual Owners Meeting and Reception according to established procedures.
Prepare minutes for Board of Directors and Annual Meetings.
Assist in preparing, proofreading, and sending communications to owners and others.
Prepare and manage orders for annual vehicle passes and annual meeting materials.
Assist the CAM with projects and meetings as requested.
Attend miscellaneous meetings when requested by the CAM or Board of Directors.
Perform other work-related tasks as needed.

Benefits

Medical insurance
Dental insurance
Vision insurance
Life and disability insurance
Health Savings Account (HSA), available to those enrolled in the required high-deductible medical plan
Flexible Spending Account (FSA)
Education reimbursement
401(k) matching
Employee Assistance Program (EAP)
11 paid holidays