Administrative Assistant - Communications

Castle Management•Naples, FL

About The Position

The Communications Administrative Assistant provides a wide variety of administrative support services related to property management and the general business operations of the association. The role supports communications with residents and external customers, works across departments, and delivers service consistent with Castle Group’s values and mission. Duties include maintaining community communications and online content, responding to inquiries, processing work orders, supporting meetings, and maintaining association and homeowner records. The position may also involve occasional off-site travel for training or covering administrative staff at nearby communities when needed.

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).
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.
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 in emergency, difficult, and stressful situations.
Ability to lift 30 pounds while following appropriate safety procedures.
Ability to sit for long periods; handle, grasp, and feel objects and equipment; reach with hands and arms; type extensively; repeat motions with wrists, hands, and fingers; and 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 by telephone.
Visual ability correctable to 20/20.
Ability to respond verbally in an understandable and professional manner in person and by telephone.
A valid driver’s license may be required.

Nice To Haves

Fluency in multiple languages is desirable and may be required depending on the community’s needs.

Responsibilities

Upload and organize documents on the community website.
Develop a weekly community newsletter using software such as Canva and Adobe.
Assist with preparing, editing, and distributing internal and external communications.
Maintain and update contact lists, communication schedules, and departmental databases.
Ensure posted communication materials are current.
Maintain the community’s TV channels with up-to-date videos.
Monitor and promptly respond to general inquiries by phone, email, website, in person, and other communication channels.
Input, process, and close work orders for landscaping, maintenance, housekeeping, and other areas as required.
Create marketing materials, including brochures, presentations, and digital content.
Track resident issues to help the Property Manager identify major problems or trends.
Maintain association files, mail, binders, and office supply inventory.
Attend Board and Committee Meetings and handle audio-visual needs.
Maintain the homeowner roster, database, mail instructions, and homeowner files.
Assist with lease reviews, if applicable, and process new owner approval and interview packages.
Follow all safety precautions and procedures while performing duties.
Perform other duties assigned by the Community Association Manager.