Administrative Assistant - HOA at Castle Group in US-FL-Palmetto

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 telephones promptly and assists residents with questions and concerns.
• Tracks resident issues to enable the Property Manager to identify major problems or trends.
• Maintains Association files, mail, binders, and office supply inventory.
• Attends Board Meetings as requested .
• Creates/posts newsletters and notices. Assists the manager with updating the website as needed.
• Maintains homeowner roster, database, mail instructions , and homeowner files.
• Assists in reviewing leases, if applicable, and processing new owner approval and interview packages.
• Review receivable reports and assist the property manager in forwarding collection packages to counsel.
• Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
• May be responsible for the processing of Association expense checks.
• Records miscellaneous income in assigned software.
• Assists residents with account balance inquiries. Researches discrepancies, processes overpayment refunds, and processes owner credits and charges as instructed by the Property Manager.
• Process ARCs and assist residents in booking amenity reservations .
• Assists residents with access control requests (new fob, gate remotes, transponders, etc ).
• Inspect the community on a recurring schedule as determined by the Association. Update all inspection data into the assigned compliance system, including issuing and closing out with consistent enforcement, ensuring completion
• Upload violations to the Production folder for mail-outs daily.
• Respond to resident inquiries with the information necessary to correct the violation in a timely manner.
• Performs property inspections and follows up on work orders as needed as directed by the Property Manager
• Ensures all safety precautions and procedures are followed while performing duties.
• 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 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.

Skills

Required

• Ability to learn new technology
• Ability to reach with hands and arms
• Visual ability correctable to 20/20