Onsite 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

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.

• 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

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.