Administrative Assistant - HOA

Castle Group•Fort Worth, TX

10d

About The Position

The Administrative Assistant provides a wide variety of administrative support services to the Homeowners' Association and its management office. The role supports the Property Manager and Association operations while providing exemplary, service-oriented assistance consistent with Castle Group's values and mission. The position covers administrative and general office support, financial and accounting assistance, resident services, and community operations. Duties include responding to resident inquiries, maintaining Association records, preparing community communications, supporting meetings and projects, processing and documenting financial activity, and tracking property-related service requests. The employee is expected to use sound judgment, initiative, discretion, and attention to detail while managing competing priorities and maintaining professional relationships with residents, vendors, contractors, Board members, and colleagues. The role requires a high school diploma or equivalent and at least one year of administrative support or related experience. It involves computer and office work, occasional property navigation, and may require infrequent off-site travel for training or coverage at nearby communities. Reasonable accommodations may be made for qualified individuals with disabilities. Duties may change based on organizational needs.

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: 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 defuse conflict situations.
Ability to work under tight deadlines and use time effectively according to 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 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.
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 work seated for long periods; handle, grasp, and feel objects and equipment; reach with hands and arms; and repeat motions with wrists, hands, and fingers.
Extensive use of fingers for typing and visual use of a computer monitor.
Ability to navigate properties and buildings quickly and easily to meet job functions.
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 infrequently for training and to cover administrative staff at other communities within a 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 telephone calls promptly and professionally, assist residents with questions and concerns, and direct inquiries to the appropriate department when necessary.
Track and document resident concerns, service requests, and recurring issues to support the Property Manager in identifying trends and follow-up needs.
Maintain organized Association files, records, mail, binders, office supplies, and other administrative resources.
Provide direct 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 reviewing lease submissions, processing new owner approval documentation, and coordinating homeowner interview packages, as applicable.
Assist with special projects, reports, meeting preparation, and other administrative functions.
Assist with processing invoices, verifying supporting documentation, and tracking payments and outstanding items.
Support bank account, credit card, and other financial reconciliations by reviewing transactions, researching discrepancies, gathering supporting documentation, and maintaining accurate records.
Prepare or process Association expense checks when assigned, following established 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 completion.
Demonstrate initiative, sound judgment, attention to detail, accountability, and a professional, service-oriented approach.
Identify issues, communicate concerns promptly, recommend practical solutions, and follow through to completion.
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.