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 

Administrative and General Office Support

• Answers telephone calls promptly and professionally, assists residents with questions and concerns, and directs inquiries to the appropriate department when necessary.

• Tracks and documents resident concerns, service requests, and recurring issues to help the Property Manager identify trends and determine appropriate follow-up.

• Maintains organized Association files, records, mail, binders, office supplies, and other administrative resources.

• Provides direct administrative and operational support to the Property Manager, proactively identifying outstanding tasks, anticipating needs, and following through on assigned responsibilities.

• Attends Board meetings, committee meetings, and other Association meetings as requested.

• Prepares and distributes newsletters, community notices, resident communications, and other materials. Assists with website updates and community announcements as needed.

• Maintains accurate homeowner rosters, databases, mailing instructions, owner records, and electronic and physical files.

• Assists with reviewing lease submissions, processing new owner approval documentation, and coordinating homeowner interview packages, as applicable.

• Assists with special projects, reports, meeting preparation, and other administrative functions to support the efficient operation of the Association.

Financial and Accounting Support

• Assists with processing invoices, verifying supporting documentation, and tracking payments and outstanding items.

• Supports bank account, credit card, and other financial reconciliations by reviewing transactions, researching discrepancies, gathering supporting documentation, and maintaining accurate records.

• May be responsible for preparing or processing Association expense checks in accordance with established approval procedures.

• Records miscellaneous income and processes financial transactions in the designated property management and accounting systems.

• Assists residents with account balance inquiries and researches account discrepancies. Processes overpayment refunds, owner credits, and charges only as authorized by the Property Manager and established procedures.

• Ensures invoices, receipts, reconciliations, and other financial documentation are uploaded, organized, and maintained accurately and in a timely manner.

• Handles confidential financial and resident account information with discretion and professionalism.

Resident Services and Community Operations

• Enters, tracks, updates, and closes work orders for landscaping, maintenance, housekeeping, and other property-related services as required.

• Assists residents with access control requests.

• Communicates professionally with residents, vendors, contractors, Board members, and team members to facilitate timely resolution of questions and operational issues.

• Follows up on outstanding resident requests and assigned tasks to ensure items are addressed and completed.

Professional Expectations and Other Responsibilities

• Demonstrates initiative, sound judgment, attention to detail, and accountability when managing assigned responsibilities.

• Identifies issues, communicates concerns promptly, recommends practical solutions, and follows through to completion.

• Prioritizes tasks effectively, meets deadlines, and adapts to changing operational needs.

• Maintains a professional, service-oriented approach while balancing resident needs, administrative responsibilities, and financial deadlines.

• Ensures all applicable safety precautions and procedures are followed while performing assigned duties.

• Performs 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 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). 

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

Skills and Abilities 

• 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 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. 

• Multiple language fluency is desirable and may be required depending on the community’s needs. 

• 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 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.