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Castle Group · 1 month ago

Administrative Assistant - HOA

US-FL-Estero

Full-time

Onsite

Entry Level

1+ years exp

Castle Group is a company that provides support services for homeowners' associations, and they are seeking an Administrative Assistant to offer a wide range of administrative support. The role involves assisting residents, managing work orders, and ensuring exemplary service in line with the company's values.

Real Estate

Responsibilities

Answers telephones promptly and assists residents with questions and concerns

Inputs/Processes/Closes work orders & guest passes as required for landscape, maintenance, housekeeping

Work company systems; updating homeowner files, programing gate equipment, managing Square and more

Work with the rangers on parking violations, if needed

Maintains homeowner roster, database, mail instructions and homeowner

Assists in review of leases, if applicable, as well as processing of new owner approval and interview

Ensures all safety precautions and procedures are followed while performing

Clean the kitchen’s coffee station at designated time each day

Check mail daily

Maintain flyers on bulletin boards and ensure magazine rack is always filled

Insert items in Square for event sales and assist with ticket sales, and scheduling room use. On occasion work with Residents to execute the above

Create printed information for distribution, including performer bios, show synopsis or itineraries for events, and posters and flyers, as needed

Maintain complete and current files for all events, including copies of all event-related items, e., performer bios and show synopses; contracts; flyers, tickets; ticket sale related information; itineraries; critiques and recommendations, etc

Update Community Website for event information

Complete the monthly newsletter that is printed and distributed to residents via email blast

Prepare and Email Weekly Email blasts to Residents on events/office related memos

Assist in maintaining the Association TV

Prepare report for your weekly duties

Any other responsibilities as assigned by the General Manager and Assistant General Manager

Assists residents with access control requests (new fob, gate remotes, transponders, etc)

All safety precautions and procedures are followed while performing duties

Other duties and responsibilities as assigned by the General Manager and Assistant General Manager

Qualification

Microsoft Office SuiteAdministrative support experienceCustomer service skillsConflict resolution skillsLearn technologyProfessionalismInterpersonal skillsOrganizational skillsAttention to detailTime managementCommunication skillsIntegrity

Required

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

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

Ability to handle, grasp, and feel objects and equipment

Ability to 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