Administrative Assistant- Condo

The Administrative Assistant provides a wide variety of administrative support services for the Condo 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. He or she performs all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.

Essential Duties and Responsibilities

• Answers telephones promptly and assists residents with questions and concerns.

• Tracks resident issues to enable 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 over payment 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).

• In the absence of a Covenants Coordinator, conduct the following:

• 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.

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

• Performs property inspections and follows up on work orders as needed as directed by the Property Manager

• Other duties and responsibilities as assigned by the Property Manager.
• This position will require alternating Saturday Shift from 9 am - 2 pm

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/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…