Administrative Assistant - HOA

Overview

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

Essential Duties and Responsibilities 

• Answers and directs incoming phone calls, emails, and walk-in inquiries in a professional and timely manner.

• Provides exceptional customer service to homeowners, residents, board members, vendors, and visitors.
• Tracks resident issues daily to enable the Property Manager to identify major problems or trends. 

• Maintains Association files, mail, binders, and office supply inventory. 

• Attends Board Meetings and drafts meeting minutes.

• Creates and posts newsletters and notices.
• Assists with the preparation, distribution, and retention of board meeting materials and official association records.
• Assists the manager with updating the community websites and platforms.  

• Maintains homeowner roster, database, mail instructions, and homeowner files. 

• Processes leases and new owners.
• Monitors and responds to general email inboxes and route requests to the appropriate department or sub-association.
• Process and distribute incoming and outgoing mail, packages, and correspondence in a timely and accurate manner.

• Inputs/processes/closes work orders as required.

• Records miscellaneous income in assigned software.

• Assists with account balance inquiries.
• Creates weekly Open House list.

• Assists residents in booking amenity reservations.

• Assists residents with access control requests (gate barcodes, guest list access, etc).
• Processes invoices, credit cards and checks.
• Reconciles association's credit cards.

• Ensures all safety precautions and procedures are followed while performing duties. 
• Assists with special projects and community initiatives as assigned.

• 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 three (3) 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 

• Ability to act with integrity, professionalism, and confidentiality.
• 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 manage time effectively based on key priorities.
• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.
• Excellent interpersonal and office management skills.
• Excellent organizational skills, patience, and a strong attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn new technology quickly.
• Ability to manage multiple tasks and responsibilities simultaneously in a fast-paced environment.
• Strong prioritization skills with the ability to assess competing demands and focus on the most critical tasks.
• Ability to remain professional, patient, and composed when responding to residents, vendors, and realtors.

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. <