Administrative Assistant - HOA

Overview

The Administrative Assistant plays a vital role in supporting the Property Manager and deliveringexceptional service to residents. This position combines strong administrative skills, resident relations,and light property oversight to help maintain smooth community operations and positive homeownerexperiences. You will serve as a key point of contact for residents, handling inquiries with warmth andprofessionalism, processing requests efficiently, and supporting compliance and maintenanceprocesses — all while embodying Castle Group’s signature Royal Service® standards of excellence,care, and responsiveness.

Responsibilities

• Answer telephones promptly and assist residents with questions and concerns in a friendly, helpfulmanner.• Track resident issues and feedback to help the Property Manager identify trends and opportunitiesfor improvement.• Maintain organized Association files, mail, binders, and manage office supply inventory.• Attend Board Meetings as requested and provide administrative support.• Create and post newsletters, notices, and assist the Property Manager with website updates asneeded.• Maintain accurate homeowner rosters, databases, mail instructions, and homeowner files.• Assist with reviewing leases (if applicable) and processing new owner approval and interviewpackages.• Review receivable reports and support the Property Manager in forwarding collection packages tocounsel.• Input, process, and close work orders for landscape, maintenance, housekeeping, and otherservices as required.• Assist with processing Association expense checks and record miscellaneous income in assignedsoftware.• Handle resident account balance inquiries, research discrepancies, process overpayment refunds,and apply owner credits and charges as directed.• Process Architectural Review Committee (ARC) requests and assist residents with bookingamenity reservations.• Support residents with access control requests, including new fobs, gate remotes, andtransponders.• Respond to resident inquiries regarding violations, providing clear information and guidance tohelp correct issues in a timely and supportive manner.• Perform property inspections and follow up on work orders as directed by the Property Manager.• Ensure all safety precautions and procedures are followed while performing duties.• Other duties and responsibilities as assigned by the Property Manager.

Qualifications

Required• High school diploma or equivalent• Valid driver’s license and reliable transportation• Minimum 1 year of administrative, customer service, or property management experience• Strong proficiency with Microsoft Office Suite and comfort learning new software/systems• Excellent written and verbal communication skills with high attention to detail• Ability to work independently, manage multiple priorities, and maintain confidentiality

Preferred• Associate’s or Bachelor’s degree in business, hospitality, or related field• Previous experience with property management software, HOA/condo administration, or residentservices

Ideal Candidate Traits• Warm, professional, and service-oriented with strong interpersonal skills• Organized, detail-oriented, and proactive problem-solver• Comfortable balancing office work with occasional property inspections and resident interactions• Team player who takes pride in supporting smooth community operations and positive residentexperiences

Physical RequirementsThis role involves a mix of office-based administrative work and occasional field activities. You shouldbe comfortable with: • Sitting for extended periods and using a computer for data entry anddocumentation • Walking properties for inspections and work order follow-up (including stairs anduneven terrain as needed) • Working in an office environment with occasional outdoor time in Floridaweather • Occasional lifting of light supplies or materials (up to 20-30 lbs) • Driving between propertiesor for meetings when required Reasonable accommodations will be made for qualified individuals withdisabilities.

Why Join Castle Group?• Meaningful Impact — Play a key role in creating positive resident experiences and supporting well-runcommunities.• Royal Service® Culture — Join a company that brings hospitality-level standards and genuine care toproperty management.• Career Growth — Opportunities to advance within the organization and support toward CAM licensingif desired.• Recognized Employer — Part of a team at a Fortune-recognized Best Workplace in Real Estate with acollaborative, people-first culture.• Competitive Package — Attractive compensation and comprehensive benefits in a stable, growingcompany.• Varied & Rewarding Work — A dynamic mix of resident interaction, administrative precision, andcommunity support.

Equal Employment Opportunity

Castle Group is an equ