Onsite Office Manager (GTX2025)

GrandManors 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 GrandManors 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 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.

Property Summary:

Opened in the Summer of 2006, Point West Resort has quickly become one of Galveston Island's favorite retreats! The 1000 acre property is located on the last 3 1/2 miles of he west end of the island. The community caters to all, from tourist to weekenders to families, Pointe West has become a tradition for many.

Our Beach Club: At the Beach Club you will find our infinity pool, large hot tub, kiddie pool, fitness center, game room, Sippin’ on Sunshine Restaurant & Bar, Sommer’s Giffs, gas grills, cabanas that are available to rent, and a whole lot of fun! This is also where the office is located to purchase and pick up your wristbands for the amenities at Pointe West. Office hours are from 9am – 5pm (with extended hours during the summer).

Our Sunset Pool: Our Sunset Pool is the place to be! With our lazy river and pool, mini shallow area for the little ones, hot tub, fire pit, and grills, this pool is our hidden jewel! Relax and float around the lazy river under the beautiful palms while listening to music and spending time with your loved ones.

Our Beach: Over a mile of vehicle free beach for your enjoyment. Highly maintained during our Sargassum Seaweed season, our beaches are among the cleanest and most inviting on the Texas coast. Bring your beach towels, tents, sunscreen and smiles for a wonderful day on the beach!

The community has about 600 units, varying from cottages, condominiums and custom houses- with space for more to be built. The community has beach access and views of the ocean. Pointe West is a premier community in Galveston, TX. 

Responsibilities: 
The Office Manager will oversee the general HOA administrative function, administrative staff, and activities of the office. Additionally, this position requires assisting the General Manager in overseeing and managing the financial and operational aspects of the community by completing assigned administrative tasks and facilitating the Architectural Review process. The Office Manager will provide additional oversight and support of the various departments pertaining to the Community Association including but not limited to Facilities Maintenance, Custodial, Landscaping, Lifestyle, and architectural application processing.  

Architectural Review Duties and Responsibilities:
•    Attend monthly scheduled meetings with the Architectural Review Board: meeting submission deadline date to review all submissions received for design completion/deficiencies based on the community’s recorded Guidelines. 
•    Main point of contact for communication with Architectural Review Board
•    Responsible for processing and following up on Architectural deposit refunds as appropriate. 
•    Manage submittal process, administration, communication, and coordination for both minor modifications and new construction.
•    Manage all reviews in the system, upload supporting documentation, and communicate to the Architectural Review Board to summarize material and data.
•    Provide applications to owners and builders. Process and upload relevant documents into the system. Organize submissions in electronic files and provide the Architectural Review Board with access.
•    Create Architectural Review Board Meeting Agenda and submit it to Architectural Board Chair for approval. Schedule virtual meetings and communicate the link to all participants.
•    Prepares minutes from each ARB Meeting to be submitted prior to the next meeting for review by the ARB members and approval at the next meeting.
•    Perform site inspections of Architectural projects in the community. 

Office Duties and Responsibilities:
•    Provides office clerical support as needed, assisting and supporting staff with administrative tasks such as training, answering phones, emails, sorting and distributing mail, wristbands, and preparing documents.
•    Manages work orders by creating, updating, and sending them to vendors, requesting status updates, and providing updates through the work order system.
•    Maintains inventory of office supplies; orders new supplies as needed.
•    Assist with employee hiring, training, supervising, and performance management.
•    Maintains office files; implements an efficient system for other staff to access files and records.
•    Trains new team members in the company’s policies, procedures, and best practices
•    Mass communication maintenance and control
•    Assist in preparing agendas, updating management reports, and compiling documents for Board and Annual meeting packages.
•    Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time limits set by state statute or governing documents.
•    Assist General Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time limits set by state statues or governing documents as needed.
•    Participate in required RealManage training programs. 
•    Assists with setting up annual and board meetings. Attendance at board and annual meetings is required and may be outside of regular working hours. 
•    Regular and consistent follow up to community emails within 48 hours of receipt. Monitor staff response to emails and calls in a timely manner. 
•    Greets homeowners, vendors, board members and/or delivery persons by handling the issue/concern directly or forwarding such person to the appropriate party to address.
•    Act as support staff for community association managers and other department managers within the corporate office as may be necessary.
•    Oversees and assists in maintaining homeowner roster, database, mail instructions and homeowner files.
•    Assist General Manager in reviewing and approving invoices daily for vendors.
•    Monitor the monthly financial position of the Association and monitor variances.
•    Ensure the Board receives a CPA Engagement letter annually for the proper filing of taxes and audit as necessary.
•    Perform monthly deed restriction inspections and weekly common area inspections.
•    Perform Resale Compliance Inspections 
•    Requests and submit proper vendor paperwork to include W-9 and COI.
•    Willing to work/cover staff on weekends during the Summer on a rotating basis, to cover lunch breaks, and if the influx of guests warrants an extra person.  Also willing to work on Memorial Day, Independence Day and Labor Day.
•    Plus, other work-related tasks as needed or assigned by the General Manager and the Board of Directors. 
•    Position will be required to work Thursday - Monday

•    1 year of apartment, residential or resort property management experience preferred.
•    Previous Homeowner Association (HOA) management experience strongly desired
•    Microsoft Office product knowledge
•    Strong Communication skills
•    Strong customer service skills
•    Keen attention to detail
•    Responsiveness and follow-up
•    Multi-tasking - Ability to handle multiple tasks/situations at one time.
•    Ability to learn and use technology.
Pay and Benefits:
$55,000 - $65,000 per/yr. depending on education and experience.
 
Benefits include:
•    Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan.
•    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