Onsite HOA Administrative Assistant (Del Webb Sweetgrass)

Role: Onsite Administrative Assistant 

Location: Richmond, TX

Community: Del Webb Sweetgrass

Pay Range:  $19.00 -$24.00 per hour (depending on education and experience)

Job Type: Full-Time

RealManage Elevated Onsite is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

RealManage Elevated Onsite is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees, and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued.

Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.

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.

Community Summary

Welcome to Del Webb Sweetgrass in Richmond, Texas! Our vibrant 55+ community offers a perfect blend of active living, beautiful amenities, and friendly neighbors. Explore our site to discover all the ways Sweetgrass can help you live your best life!

Life here is about more than just where you live, it’s about how you live. Our community amenities are designed to support an active, social, and relaxed lifestyle, with spaces to connect with neighbors, stay active, and unwind. Whether you are enjoying time outdoors or taking advantage of our indoor facilities, there is something for everyone to enjoy. Amenities include: The Lakehouse – office and gathering space, community pools, fitness center, dog park, sport courts, putting green, and community parks.

Role Summary

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. 

Responsibilities

Administrative Support

• Provide confidential administrative support to the Community Manager and management team
• Draft, proofread, distribute, and maintain correspondence, notices, reports, and community communication
• 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
• Updating content and maintaining information on the association's public facing website
• Graphic design for event flyers and resident communications

Board and Committee Support

• 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

Resident Relations and Customer Service

• 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

Work Orders and Vendor Coordination

• 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

Records and Reporting

• 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

Disclaimer

This description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on Board direction and community needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.

• Associate degree or equivalent work experience
• Minimum two years of administrative support experience
• Demonstrated proficiency with Microsoft Office applications

Preferred Qualifications

• 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

Knowledge, Skills, and Abilities

• 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
• Working knowledge of HOA operations preferred

Physical Requirements

• 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.

Pay and Benefits

$19.00 to $24.00 per hour, depending on education and experience.

Benefits include

• 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

EEO & Values Statement
RealManage is a value-based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees