Administrative Assistant - HOA

The Administrative Assistant provides a wide variety of administrative support services for the Homeowners' association, including support and assistance to the management office.   

The Administrative Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service. 

Essential Duties and Responsibilities 

• Answers and directs incoming phone calls, emails, and walk-in inquiries in a professional and timely manner.

• Provides exceptional customer service to homeowners, residents, board members, vendors, and visitors.
• Tracks resident issues daily to enable the Property Manager to identify major problems or trends. 

• Maintains Association files, mail, binders, and office supply inventory. 

• Attends Board Meetings and drafts meeting minutes.

• Creates and posts newsletters and notices.
• Assists with the preparation, distribution, and retention of board meeting materials and official association records.
• Assists the manager with updating the community websites and platforms.  

• Maintains homeowner roster, database, mail instructions, and homeowner files. 

• Processes leases and new owners.
• Monitors and responds to general email inboxes and route requests to the appropriate department or sub-association.
• Process and distribute incoming and outgoing mail, packages, and correspondence in a timely and accurate manner.

• Inputs/processes/closes work orders as required.

• Records miscellaneous income in assigned software.

• Assists with account balance inquiries.
• Creates weekly Open House list.

• Assists residents in booking amenity reservations.

• Assists residents with access control requests (gate barcodes, guest list access, etc).
• Processes invoices, credit cards and checks.
• Reconciles association's credit cards.

• Ensures all safety precautions and procedures are followed while performing duties. 
• Assists with special projects and community initiatives as assigned.

• Other duties and responsibilities as assigned by the Property Manager.

Qualifications 

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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• High school diploma or equivalency required.   

• A minimum of three (3) 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). 

• The position may require a valid Driver’s License. 

Skills and Abilities 

• Ability to act with integrity, professionalism, and confidentiality.
• Strong customer service, communication, and interpersonal skills.
• Strong conflict resolution skills with the ability to handle and diffuse conflict situations required.
• Able to work under tight deadlines and manage time effectively based on key priorities.
• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.
• Excellent interpersonal and office management skills.
• Excellent organizational skills, patience, and a strong attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn new technology quickly.
• Ability to manage multiple tasks and responsibilities simultaneously in a fast-paced environment.
• Strong prioritization skills with the ability to assess competing demands and focus on the most critical tasks.
• Ability to remain professional, patient, and composed when responding to residents, vendors, and realtors.

Physical requirements 

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

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

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

• Ability to: 

• Work in a seating position for long periods 

• Handle, grasp, and feel objects and equipment.  

• Reach with hands and arms.  

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

• Ability to quickly and easily navigate property/buildings are required to meet the job functions.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and 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 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.