Administrative Assistant - HOA

Castle Group•Boca Raton, FL

10d

About The Position

The Administrative Assistant provides a wide variety of administrative support services for the Homeowners' Association, including support and assistance to the management office. The position provides exemplary service consistent with Castle Group's values and mission and demonstrates outstanding customer service as a representative of Castle Royal Service. The role supports residents and the Property Manager through office administration, communications, recordkeeping, account inquiries, work orders, amenity reservations, access-control requests, and other association processes. When a Covenants Coordinator is absent, the Administrative Assistant conducts recurring community inspections, documents and manages compliance items, and responds to resident inquiries about violations. The position may also require property inspections, occasional off-site travel for training, and administrative coverage at nearby communities.

Requirements

High school diploma or equivalency.
At least one year of administrative support or related work experience and 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 and 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, 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, and stressful situations.
Ability to lift 30 pounds using appropriate safety procedures.
Ability to work seated for long periods; handle, grasp, and feel objects and equipment; reach with hands and arms; type extensively; and repeat motions with wrists, hands, and fingers.
Ability to navigate properties and buildings quickly and easily.
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, professional manner in person and over the telephone.
May be required to travel infrequently to off-site training sessions and 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 telephones promptly and assist residents with questions and concerns.
Track resident issues so the Property Manager can identify major problems or trends.
Maintain Association files, mail, binders, and office supply inventory.
Attend Board Meetings as requested.
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 with 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.
Input, process, and close work orders as required for landscaping, maintenance, housekeeping, and other needs.
Process Association expense checks when assigned.
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.
Process ARCs and assist residents with booking amenity reservations.
Assist residents with access-control requests, including new fobs, gate remotes, and transponders.
In the absence of a Covenants Coordinator, inspect the community on the schedule determined by the Association; update inspection data in the assigned compliance system; issue and close out items consistently; and ensure completion.
Upload violations to the Production folder for daily mail-outs.
Respond to resident inquiries with information needed to correct violations in a timely manner.
Perform property inspections and follow up on work orders as directed by the Property Manager.
Follow all safety precautions and procedures while performing duties.
Perform other duties and responsibilities as assigned by the Property Manager.