Administrative Assistant - Communications

The Communications Administrative Assistant provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.

The Communications Administrative Assistant also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers and residents.

Essential Duties and Responsibilities

• Uploads and organizes documents to the community's website.
• Develops weekly newsletter to be distributed in the community using software such as Canva and Adobe.
• Assists in the preparation, editing, and distribution of internal and external communications.
• Maintains and updates contact lists, communication schedules, and departmental databases.
• Ensures posted communication pieces are up to date.
• Maintains the community's tv channels with up to date videos.
• Monitors and responds promptly to general inquiries via phone, email, the website, in person and other communication channels.
• Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
• Creates marketing material including brochures, presentations, and digital content.
• Tracks resident issues to enable Property Manager to identify major problems or trends.
• Maintains Association files, mail, binders, and office supply inventory.
• Attends and handles Audio Visual at Board and Committee Meetings.
• Maintains homeowner roster, database, mail instructions and homeowner files.
• Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages
• Ensures all safety precautions and procedures are followed while performing duties.
• May be assigned other duties by Community Association 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…