Administrative Assistant - HOA

Castle Group•Naples, FL

23h

About The Position

The Administrative Assistant - Front Desk provides a wide variety of administrative support services for the homeowners' association and assists the management office. The role delivers 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 and the Property Manager by handling communications, maintaining association and homeowner records, preparing community notices, processing work orders and account-related items, and assisting with owner approvals, architectural applications, and access-control requests. The role also follows safety procedures and may provide administrative coverage at nearby communities or travel off-site for training on an infrequent, as-needed basis.

Requirements

High school diploma or equivalent.
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 based on key priorities.
Excellent verbal and written communication skills.
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 exercise good judgment during emergency, difficult, and stressful situations.
Ability to lift 30 pounds following appropriate safety procedures.
Ability to sit 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 motions with wrists, hands, and fingers.
Ability to detect auditory and visual emergency alarms; hear, understand, and respond appropriately to verbal requests in person and over the telephone; and respond verbally in an understandable, professional manner.
Visual ability correctable to 20/20.

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 to help the Property Manager identify major problems or trends.
Maintain Association files, mail, and binders.
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 process new-owner approval and interview packages.
Input, process, and close work orders for landscaping, maintenance, housekeeping, and other needs in Town Sq.
Record miscellaneous income in assigned software.
Assist residents with account balance inquiries; research discrepancies; process overpayment refunds; and process owner credits and charges as instructed by the Property Manager.
Understand the ACC process and assist residents with applications.
Assist residents with access-control requests, including new fobs, gate remotes, and transponders.
Follow all safety precautions and procedures while performing duties.
Perform other duties and responsibilities as assigned by the Property Manager.