Administrative Assistant - HOA

Castle Management•Boynton Beach, FL

About The Position

The Administrative Assistant provides a wide variety of administrative support services for the homeowners’ association and management office, including support for sports programs, property management, and the association’s general business operations. The role provides exemplary service consistent with Castle Group’s values, mission, and Castle Royal Service standards, working with internal departments and external customers. Duties may include answering resident questions, supporting Pro Shop operations, maintaining sports schedules and records, monitoring courts, and promoting events. Other duties may be assigned by the Community Association Manager or Sports Director.

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.
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 using appropriate safety procedures.
Ability to sit 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 property and buildings quickly and easily.
Ability to detect auditory and visual emergency alarms, hear and respond appropriately to verbal requests in person and over the telephone, and communicate verbally in an understandable, professional manner.
Visual ability correctable to 20/20.

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.
Ability to travel off-site for training sessions infrequently on an ad hoc basis.
Ability to cover administrative staff at other communities within a reasonable distance when needed.

Responsibilities

Answer telephones promptly and assist residents with questions and concerns.
Track resident issues so the Property Manager and Sports Director can identify major problems or trends.
Assist with Pro Shop retail operations.
Monitor and support the court reservation platform.
Maintain sports calendars.
Maintain files, mail, binders, and office supply inventory.
Maintain rosters, databases, mail instructions, and homeowner files.
Assist residents with inquiries.
Follow safety precautions and procedures while performing duties.
Perform inspections as directed by the Community Association Manager or Sports Director.
Monitor courts during morning play; walk tennis and pickleball courts at least three times per morning, preferably once during each tennis session, and be available for court condition assessments.
Send notifications using Mailchimp and Playbypoint.
Create event flyers, promote events, lessons, and clinics, and keep bulletin boards updated.
Perform other duties as assigned by the Community Association Manager or Sports Director.