Administrative Assistant- Condo

Castle Group•Dallas, TX

About The Position

The Administrative Assistant provides a wide variety of administrative support services for the Condo Association and assists the management office. The role delivers exemplary customer service consistent with Castle Group's values, mission, and Castle Royal Service. The position supports residents, the Property Manager, and Association operations through office administration, resident account and access assistance, work-order processing, communications, and, when needed, community inspections and compliance activities.

Requirements

High school diploma or equivalency.
At least one year of administrative support or related work experience, with a strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
Strong customer service, communication, and interpersonal skills.
Strong conflict-resolution skills, including the ability to handle and defuse conflict situations.
Ability to work under tight deadlines and use time effectively based on key priorities.
Excellent verbal and written communication skills, including the ability to communicate, receive, and exchange information using spoken and written language.
Excellent interpersonal and office-management skills.
Excellent organizational skills and strong attention to detail.
Ability to prioritize tasks in a fast-paced environment.
Ability to learn new technology.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and use good judgment during emergency, difficult, or stressful situations.
Ability to lift 30 pounds while following appropriate safety procedures.
Ability to sit in a stationary position for long periods, walk and climb stairs, handle and grasp objects and equipment, reach with hands and arms, and perform repetitive wrist, hand, and finger motions, including extensive typing and computer-monitor use.
Ability to detect auditory and/or visual emergency alarms and hear, understand, and respond appropriately to verbal requests in person and by telephone.
Visual ability correctable to 20/20.
Ability to respond verbally in an understandable and professional manner in person and by telephone.

Nice To Haves

Fluency in multiple languages is desirable and may be required depending on the community's needs.

Responsibilities

Answer telephones promptly and assist residents with questions and concerns.
Track resident issues so the Property Manager can identify major problems or trends.
Maintain Association files, mail, binders, and office supply inventory.
Attend Board Meetings as requested.
Create and post newsletters and notices, and assist the manager with website updates as needed.
Maintain the homeowner roster, database, mail instructions, and homeowner files.
Assist in reviewing leases, if applicable, and processing new-owner approval and interview packages.
Review receivable reports and assist the Property Manager in forwarding collection packages to counsel.
Input, process, and close work orders for landscaping, maintenance, housekeeping, and other needs as required.
Process Association expense checks, if assigned.
Record miscellaneous income in assigned software.
Assist residents with account-balance inquiries; research discrepancies; process overpayment refunds and owner credits or charges as instructed by the Property Manager.
Process ARCs and assist residents with amenity reservations.
Assist residents with access-control requests, including new fobs, gate remotes, and transponders.
When a Covenants Coordinator is absent, inspect the community on the Association's recurring schedule; update inspection data in the assigned compliance system; and issue and close out violations consistently, ensuring completion.
Upload violations to the Production folder daily for mail-outs.
Respond to resident inquiries with information needed to correct violations in a timely manner.
Follow all safety precautions and procedures while performing duties.
Perform property inspections and follow up on work orders as directed by the Property Manager.
Perform other duties and responsibilities as assigned by the Property Manager.