Communications Coordinator - Administrative Assistant

Overview

The Communications Coordinator/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

Essential Duties and Responsibilities 

•  Creates reoccuring weekly publications and works in partnership with other staff and residents to ensure accurate information is included. 

• Monitors and maintains association website and Facebook page. 
• Develops and distributes blast communications to residents.
• Updates electronic bulletin board. 

• 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. 

• Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc. 

• Assists residents with access control requests (new fob, gate remotes, transponders, etc).
• Ensures all safety precautions and procedures are followed while performing duties. 

• Other duties and responsibilities as assigned by the Property Manager. 

Qualifications

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 may be made to enable individuals with disabilities to perform these functions. 

 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30lbs. following appropriate safety procedures.   

• Ability to: 

• Work in a seating position for long periods 

• Handle, grasp, and feel objects and equipment.  

• Reach with hands and arms.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Ability to quickly and easily navigate property/buildings are required to meet the job functions.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and visual emergency alarms.  

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone. 

• Visua