Office Assistant

Castle Group•Plantation, FL

13h

About The Position

The shared Services Assistant provides a wide variety of administrative support services for home office operations, including support and assistance to multiple departments that service properties managed by Castle group and their residents. The Shared Services Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. He or she performs 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).
Position may require valid Driver’s License.
Strong customer service, communication, and interpersonal skills.
Strong conflict resolution skills with 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.
Able to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations.
Ability to lift 30lbs. following appropriate safety procedures.
Ability to work in a seating stationary position for long periods of time
Walk and climb stairs.
Handle, grasp, feel objects and equipment.
Reach with hands and arms.
Extensive use of fingers for typing and visual use of the computer monitor.
Repeat various motions with wrists, hands and fingers.
Ability to detect auditory and/or visual emergency alarms.
Ability to hear, understand, and respond appropriately to verbal requests made 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 for training sessions off-site on an infrequent, ad-hoc basis.
May be required to cover for administrative staff at other communities within reasonable distance when needed.

Nice To Haves

Bilingual Spanish is preferred.

Responsibilities

Provides reception coverage as needed, including answering incoming calls, greeting and assisting visitors, processing package deliveries, and delivering excellent customer service to all guests.
Assists the Office Management Department with tasks, such as fulfilling uniform orders, sorting through incoming packages in warehouse, packaging name badges, and processing business card orders.
Provides support for ad hoc initiatives within the Home Office, as needed.
Generate communication correspondence for our Associations (eg. Newsletters, meetings, memos, etc).
Create proxies, ballots, voting certificates per Association documents.
Understand Florida Statute 718, 719, and 720.
Checks and Proofs Association budgets.
Reviews and analyses Association documents.
Proofreads team members’ correspondence.
Coordinates and schedules notices appropriately with our Production Team.
Serve as the first point of contact for all walk-in customers at the Home Office, providing professional and welcoming experience.
Triage walk-in inquiries by identifying the nature of the request and referring residents, vendors, or guests to the appropriate team member for assistance.
Assist with walk-in payments, including: o Accepting payments in accordance with company procedures o Issuing receipts and ensuring proper documentation is completed o Directing residents to alternative payment options when applicable
Support local associations by installing approved decals (e.g., parking or access decals) following established guidelines.
Provide basic information related to Resident Services processes, while escalating complex or account-specific issues to the appropriate RS staff.
Inbound mail pick-up, sorting and distribution.
Scanning and saving indicated documents.
Certified mail fulfillment.
Organizing envelope deliveries.