Administrative Assistant - HOA

Castle Management•Fort Worth, TX

About The Position

The Administrative Assistant provides a wide variety of administrative support services to the homeowners’ association and management office. The role supports the Property Manager and Association operations while providing exemplary, service-oriented assistance to residents and other community stakeholders in a manner consistent with Castle Group’s values and mission. The position handles office administration, resident communications and requests, Association records, meeting and project support, and specified financial and accounting tasks. It also assists with work orders and access-control requests, follows up on outstanding items, and handles confidential resident and financial information with discretion. The employee is expected to use sound judgment, remain organized and accountable, adapt to changing operational needs, follow safety procedures, and perform other duties as assigned by the Property Manager.

Requirements

High school diploma or equivalent.
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, including the ability to handle and diffuse conflict situations.
Ability to work under tight deadlines and use time effectively based on 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 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 buildings; and repeat motions with wrists, hands, and fingers.
Ability to detect auditory and visual emergency alarms and to 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 community needs.
A valid driver’s license may be required.
May travel off-site for training sessions on an infrequent, ad hoc basis.
May cover administrative staff at other communities within a reasonable distance when needed.

Responsibilities

Answer telephone calls promptly and professionally, assist residents with questions and concerns, and direct inquiries to the appropriate department when needed.
Track and document resident concerns, service requests, and recurring issues to help the Property Manager identify trends and determine follow-up.
Maintain organized Association files, records, mail, binders, office supplies, and other administrative resources.
Provide administrative and operational support to the Property Manager, identify outstanding tasks, anticipate needs, and follow through on assigned responsibilities.
Attend Board, committee, and other Association meetings as requested.
Prepare and distribute newsletters, community notices, resident communications, and other materials; assist with website updates and community announcements as needed.
Maintain accurate homeowner rosters, databases, mailing instructions, owner records, and electronic and physical files.
Assist with lease submissions, new-owner approval documentation, and homeowner interview packages, as applicable.
Assist with special projects, reports, meeting preparation, and other administrative functions.
Assist with invoice processing, verification of supporting documentation, and tracking payments and outstanding items.
Support bank account, credit card, and other financial reconciliations by reviewing transactions, researching discrepancies, gathering documentation, and maintaining records.
Prepare or process Association expense checks when assigned and in accordance with approval procedures.
Record miscellaneous income and process financial transactions in designated property management and accounting systems.
Assist residents with account balance inquiries and research account discrepancies.
Process overpayment refunds, owner credits, and charges only as authorized by the Property Manager and established procedures.
Upload, organize, and maintain invoices, receipts, reconciliations, and other financial documentation accurately and promptly.
Handle confidential financial and resident account information with discretion and professionalism.
Enter, track, update, and close work orders for landscaping, maintenance, housekeeping, and other property-related services as required.
Assist residents with access-control requests.
Communicate professionally with residents, vendors, contractors, Board members, and team members to facilitate timely resolution of questions and operational issues.
Follow up on outstanding resident requests and assigned tasks to ensure they are addressed and completed.
Demonstrate initiative, sound judgment, attention to detail, and accountability; identify and communicate issues, recommend practical solutions, and follow through.
Prioritize tasks, meet deadlines, adapt to changing operational needs, and follow applicable safety precautions and procedures.
Perform other duties and responsibilities as assigned by the Property Manager.