Administrative Assistant - HOA

Castle Management•Bonita Springs, FL

8d•Onsite

About The Position

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.

Requirements

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.
Ability to learn new technology.
Ability to act with integrity, professionalism, and confidentiality.
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.
Visual ability correctable to 20/20.
Ability to respond verbally in an understandable, professional manner in person and over the telephone.

Nice To Haves

Multiple language fluency is desirable.

Responsibilities

Answers telephones promptly and assists residents with questions and concerns.
Tracks resident issues 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/posts newsletters and notices.
Assists the manager with updating the website as needed.
Maintains homeowner roster, database, mail instructions, and homeowner files.
Assists in processing leases and new owners.
Inputs/processes/closes work orders as required on community website.
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.
Other duties and responsibilities as assigned by the Property Manager.