Administrative Assistant- Condo

Castle Group•Tampa, FL

23h•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support to the on-site management team of a premier luxury high-rise condominium association in Tampa's prestigious Westshore neighborhood. This position plays a vital role in ensuring the efficient day-to-day operation of the management office while delivering exceptional customer service to residents, board members, vendors, and guests in a fast-paced, service-oriented environment. The Administrative Assistant delivers exceptional service in alignment with Castle Group’s mission, values, and standards of excellence. Serving as a representative of Castle Royal Service, this individual performs all duties with the highest level of professionalism, discretion, and hospitality while providing outstanding support to residents, board members, guests, vendors, and the on-site management team.

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).
Position may require valid Driver’s License.
Strong customer service, communication, and interpersonal skills.
Strong conflict resolution skills with ability to handle and diffuse conflict situations required.
Able to work under tight deadlines and use time effectively based on key priorities.
Excellent verbal and written communication skills through the ability to communicate, receive, and exchange ideas and information using spoken and written language.
Excellent interpersonal and office management skills.
Excellent organizational skills and a high 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.

Nice To Haves

Multiple language fluency is desirable and may be required depending on the community’s needs.

Responsibilities

Answers telephones promptly and assists residents with questions and concerns.
Tracks resident issues to enable Property Manager to identify major problems or trends.
Maintains Association files, mail, binders, and office supply inventory.
Attends Board Meetings as requested.
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 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.
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
May be responsible for the processing of Association expense checks.
Records miscellaneous income in assigned software.
Assists residents with account balance inquiries. Researches discrepancies, processes overpayment refunds, and processes owner credits and charges as instructed by the Property Manager.
Process ARCs and assist residents in booking amenity reservations.
Assists residents with access control requests (new fob, gate remotes, transponders, etc).
In the absence of a Covenants Coordinator, conduct the following: Inspect the community on a recurring schedule as determined by the Association. Update all inspection data into the assigned compliance system, including issuing and closing out with consistent enforcement, ensuring completion
Upload violations to the Production folder for mail-outs daily.
Respond to resident inquiries with the information necessary to correct the violation in a timely manner.
Ensures all safety precautions and procedures are followed while performing duties.
Performs property inspections and follows up on work orders as needed as directed by the Property Manager
Other duties and responsibilities as assigned by the Property Manager.