Administrative Assistant - HOA

Castle Group•Naples, FL

3h•Onsite

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 Administrative Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.

Requirements

High school diploma or equivalency required.
A minimum of One (1) year of administrative support or related work experience is required.
Must possess a strong administrative background.
Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
The position may require a valid Driver’s License.
Strong customer service, communication, and interpersonal skills.
Strong conflict resolution skills with the ability to handle and diffuse conflict situations required.
Able to work under tight deadlines and use time effectively based on key priorities.
Excellent verbal and written communication skills through 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 a 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.

Nice To Haves

Multiple language fluency is desirable and may be required depending on the community’s needs.

Responsibilities

Answers telephones promptly and assists residents with questions and concerns.
Tracks resident issues to enable the Property Manager to identify major problems or trends.
Maintains Association files, mail, and binders.
Assists the manager with updating the website as needed.
Maintains homeowner roster, database, mail instructions, and homeowner files.
Assists in reviewing leases, if applicable, and processing new owner approval and interview packages.
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
Assists residents with account balance inquiries. Researches discrepancies, processes overpayment refunds, and processes owner credits and charges as instructed by the Property Manager.
Process ARCs and assist residents in booking amenity reservations.
Assists residents with access control requests (new fob, gate remotes, transponders, etc).
Ensures all safety precautions and procedures are followed while performing duties.
Other duties and responsibilities as assigned by the Property Manager.