Administrative Assistant - HOA at Castle Group in US-FL-Bonita Springs

Job description

• 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.

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.
• P rocesses 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.
• A ssist s 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.
• O ther duties and responsibilities as assigned by the Property Manager.

Requirements

• 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.

Skills

Required

• Integrity
• Professionalism
• Confidentiality
• Customer service
• Communication
• Interpersonal skills
• Conflict resolution
• Time management
• Organizational skills
• Patience
• Attention to detail
• Prioritization