Office Assistant

The shared Services Assistant provides a wide variety of administrative support services for home office operations, including support and assistance to multiple departments that service properties managed by Castle group and their residents.

The Shared Services Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. He or she performs all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.

Home Office Management

· Provides reception coverage as needed, including answering incoming calls, greeting and assisting visitors, processing package deliveries, and delivering excellent customer service to all guests.

· Assists the Office Management Department with tasks, such as fulfilling uniform orders, sorting through incoming packages in warehouse, packaging name badges, and processing business card orders.

· Provides support for ad hoc initiatives within the Home Office, as needed.

Client Communications

· Generate communication correspondence for our Associations (eg. Newsletters, meetings, memos, etc).

· Create proxies, ballots, voting certificates per Association documents.

· Understand Florida Statute 718, 719, and 720.

· Checks and Proofs Association budgets.

· Reviews and analyses Association documents.

· Proofreads team members’ correspondence.

· Coordinates and schedules notices appropriately with our Production Team.

Resident Services

· Serve as the first point of contact for all walk-in customers at the Home Office, providing professional and welcoming experience.

· Triage walk-in inquiries by identifying the nature of the request and referring residents, vendors, or guests to the appropriate team member for assistance.

· Assist with walk-in payments, including:

o Accepting payments in accordance with company procedures

o Issuing receipts and ensuring proper documentation is completed

o Directing residents to alternative payment options when applicable

· Support local associations by installing approved decals (e.g., parking or access decals) following established guidelines.

· Provide basic information related to Resident Services processes, while escalating complex or account-specific issues to the appropriate RS staff.

Production

· Inbound mail pick-up, sorting and distribution.

· Scanning and saving indicated documents.

· Certified mail fulfillment.

· Organizing envelope deliveries.

Supervisory Responsibilities

· N/A

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

· High school diploma or equivalency required.

· A minimum of One (1) year of administrative support or related work experience is required. Must possess a strong administrative background.

· Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).

· Position may require valid Driver’s License.

Skills and Abilities

· Strong customer service, communication, and interpersonal skills.

· Strong conflict resolution skills with ability to handle and diffuse conflict situations required.

· Able to work under tight deadlines and use time effectively based on key priorities.

· Excellent verbal and written communication skills through the ability to communicate, receive, and exchange ideas and information using spoken and written language.

· Excellent interpersonal and office management skills.

· Excellent organizational skills and a high attention to detail.

· Ability to prioritize tasks in a fast-paced environment.

· Bilingual Spanish is preferred.

· Ability to learn new technology.

· Ability to act with integrity, professionalism, and confidentiality.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

· Able to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations.

· Ability to lift 30lbs. following appropriate safety procedures.

· Ability to:

o Work in a seating stationary position for long periods of time

o Walk and climb stairs.

o Handle, grasp, feel objects and equipment.

o Reach with hands and arms.

· Extensive use of fingers for typing and visual use of the computer monitor.

· Repeat various motions with wrists, hands and fingers.

· Ability to detect auditory and/or visual emergency alarms.

· Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone.

· Visual ability correctable to 20/20.

· Ability to respond verbally in an understandable, professional manner in person and over the telephone.

· May be required to travel for training sessions off-site on an infrequent, ad-hoc basis.

· May be required to cover for administrative staff at other communities within reasonable distance when needed.

EQUAL EMPLOYMENT OPPORTUNITY

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.

DISCLAIMER

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.