Administrative Assistant - HOA

Castle Group•Longwood, FL

About The Position

The Administrative Assistant provides a wide variety of administrative support services for a homeowners' association and its management office. The role provides exemplary service consistent with Castle Group's values and mission, demonstrating outstanding customer service as a representative of Castle Royal Service. The position supports residents, the Property Manager, and Association operations through office administration, communications, records management, account support, work-order processing, and community-related requests. When a Covenants Coordinator is absent, the Administrative Assistant also conducts recurring community inspections, updates compliance records, uploads violations for mail-outs, and responds to residents about correcting violations. The position may involve property inspections, occasional off-site training, or covering administrative staff at nearby communities. The role requires a high school diploma or equivalent, at least one year of administrative support or related work experience, and intermediate familiarity with Microsoft Office applications. A valid driver’s license may be required. Physical requirements include lifting up to 30 pounds, extended seated and computer work, navigating property or buildings, and responding to auditory and visual alarms. Reasonable accommodations may be made for individuals with disabilities.

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, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
A valid driver's license may be required.
Strong customer service, communication, and interpersonal skills.
Strong conflict-resolution skills, including the ability to handle and diffuse conflict situations.
Ability to work under tight deadlines and use time effectively according to key priorities.
Excellent verbal and written communication skills, including the ability to communicate, receive, and exchange information through 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 in emergency, difficult, or stressful situations.
Ability to lift 30 pounds following appropriate safety procedures.
Ability to work seated for long periods; handle, grasp, and feel objects and equipment; reach with hands and arms; type extensively; use a computer monitor; navigate property and buildings; and repeat wrist, hand, and finger motions.
Ability to detect auditory and visual emergency alarms and to hear, understand, and respond appropriately to verbal requests in person and over the telephone.
Visual ability correctable to 20/20.
Ability to respond verbally in an understandable and professional manner in person and over the telephone.
May be required to travel off-site for training infrequently and on an ad hoc basis.
May be required to cover administrative staff at other communities within reasonable distance when needed.

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 with reviewing leases, when 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 when assigned.
Record miscellaneous income in assigned software.
Assist residents with account-balance inquiries; research discrepancies; process overpayment refunds, owner credits, and 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 the Covenants Coordinator is absent, inspect the community on the schedule set by the Association; enter inspection data into the compliance system; issue and close out violations consistently; and ensure completion.
Upload violations to the Production folder for daily mail-outs.
Respond promptly to resident inquiries with information needed to correct violations.
Perform property inspections and follow up on work orders as directed by the Property Manager.
Follow all safety precautions and procedures while performing duties.
Perform other duties and responsibilities as assigned by the Property Manager.