Administrative Assistant - Communications

Castle Group•Naples, FL

About The Position

The Communications Administrative Assistant provides a wide variety of administrative support services, performing office work directly related to property management and the general business operations of the association. The role provides exemplary service consistent with Castle Group’s values and mission, working with internal departments, external customers, and residents while demonstrating Castle Royal Service. The position supports community communications and operations by maintaining online and physical records, preparing and distributing communications, responding to inquiries, processing work orders, tracking resident issues, and assisting with meetings and homeowner-related processes. Duties may change or be supplemented according to organizational needs, and the Community Association Manager may assign additional duties.

Requirements

High school diploma or equivalency.
At least one year of administrative support or related work experience.
Strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
Strong customer service, communication, and interpersonal skills.
Strong conflict-resolution skills and 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 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 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; navigate property and buildings; repeat wrist, hand, and finger motions; 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.
May require a valid driver’s license.

Nice To Haves

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

Responsibilities

Upload and organize documents on the community’s website.
Develop a weekly community newsletter using software such as Canva and Adobe.
Assist with preparing, editing, and distributing internal and external communications.
Maintain and update contact lists, communication schedules, and departmental databases.
Ensure posted communication pieces are up to date.
Maintain the community’s TV channels with up-to-date videos.
Monitor and promptly respond to general inquiries by phone, email, website, in person, and other communication channels.
Input, process, and close work orders as required for landscape, maintenance, housekeeping, and other areas.
Create marketing materials, including brochures, presentations, and digital content.
Track resident issues to help the Property Manager identify major problems or trends.
Maintain Association files, mail, binders, and office supply inventory.
Attend Board and Committee Meetings and handle audio-visual responsibilities.
Maintain the homeowner roster, database, mail instructions, and homeowner files.
Assist in reviewing leases, if applicable, and process new-owner approval and interview packages.
Follow all safety precautions and procedures while performing duties.
Perform other duties as assigned by the Community Association Manager.