Administrative Assistant- Condo

Overview

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.

• 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.
• Reviews receivable reports and assists 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.
• Processes ARCs and assists 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.

• High school diploma or equivalency required.
• 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 a valid Driver’s License.
• 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 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.

Able to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations. Ability to lift 30lbs following appropriate safety procedures. Ability to work in a seated stationary position for long periods of time, walk and climb stairs, handle, grasp, feel objects and equipment, reach with hands and arms, extensive use of fingers for typing and visual use of the computer monitor, repeat various motions with wrists, hands and fingers, ability to detect auditory and/or visual emergency alarms, ability to hear, understand, and respond appropriately to…