Administrative Assistant - HOA

Overview

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. 

Responsibilities

Essential Duties and 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, binders, and office supply inventory. 

• Attends Board Meetings as requested.   

• Creates/posts newsletters and notices. 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. 

• Review receivable reports and assist the property manager in forwarding collection packages to counsel. 

• Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc. 

• May be responsible for the processing of Association expense checks.  

• Records miscellaneous income in assigned software.  

• 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).  
• Assists with invoice processing and coding. Conducts follow up calls with vendors to ensure invoices are received in a timely fashion.
• Supports monthly financial preparation be researching missing invoices and submitting tickets for reclasses and accruals.
• Timely processes all credit card reconciliations for the association.
• Supports manager in all accounting functions throughout the month.

• In the absence of a Covenants Coordinator, conduct the following:  

• Inspect the community on a recurring schedule as determined by the Association.  Update all inspection data into the assigned compliance system, including issuing and closing out with consistent enforcement, ensuring completion  

• Upload violations to the Production folder for mail-outs daily.   

• Respond to resident inquiries with the information necessary to correct the violation in a timely manner.  

• Performs property inspections and follows up on work orders as needed as directed by the Property Manager 

• Ensures all safety precautions and procedures are followed while performing duties. 

• Other duties and responsibilities as assigned by the Property Manager. 

Qualifications

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• 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. 

Skills and Abilities 

• 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. 

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

• Ability to learn new technology.  

• Ability to act with integrity, professionalism, and confidentiality. 

Physical requirements 

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30lbs. following appropriate safety procedures.   

• Ability to: 

• Work in a seating position for long periods 

• Handle, grasp, and feel objects and equipment.  

• Reach with hands and arms.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Ability to quickly and easily navigate property/buildings are required to meet the job functions.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and 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 administrative staff at other communities within reasonable distance when needed.  

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.