Administrative Assistant- Condo

Castle Group•Delray Beach, FL

About The Position

The Administrative Assistant provides a wide variety of administrative support services for the Condo Association and assists the management office. The role is expected to deliver exemplary service consistent with Castle Group’s values and mission, demonstrating outstanding customer service as a representative of Castle Royal Service. The position supports residents, the Property Manager, and Association operations through phone and account assistance, records and communications management, work order processing, and other administrative tasks. When a Covenants Coordinator is absent, the Administrative Assistant also conducts community inspections and handles related compliance documentation and resident inquiries. The role may involve property inspections, covering administrative staff at nearby communities, and infrequent off-site travel for training.

Requirements

High school diploma or equivalency required.
At least one year of administrative support or related work experience required; must have a strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, and Teams).
Position may require a valid driver’s license.
Strong customer service, communication, and interpersonal skills.
Strong conflict-resolution skills and 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 ideas and 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 following appropriate safety procedures.
Ability to work seated in a stationary position for long periods; walk and climb stairs; handle, grasp, and feel objects and equipment; reach with hands and arms; type extensively and use a computer monitor; and repeat motions with wrists, hands, and fingers.
Ability to detect auditory and/or visual emergency alarms; hear, understand, and respond appropriately to verbal requests in person and by telephone; and respond verbally in an understandable, professional manner in person and by telephone.
Visual ability correctable to 20/20.
May be required to travel infrequently for off-site training 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 in reviewing leases, if applicable, and process 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 services.
May process Association expense checks.
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 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 Association’s recurring schedule; update inspection data in the compliance system; issue and close out violations 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.
Follow all safety precautions and procedures while performing duties.
Perform property inspections and follow up on work orders as directed by the Property Manager.
Perform other duties and responsibilities as assigned by the Property Manager.