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Castle Group · 1 week ago

Administrative Assistant - HOA

US-FL-Estero

Full-time

Onsite

Entry Level

1+ years exp

Castle Group is a company that provides management services for homeowners' associations. The Administrative Assistant will support the management office by performing a variety of administrative tasks and providing exemplary customer service to residents.

Real Estate

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)

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

Qualification

Microsoft Office SuiteAdministrative support experienceCustomer service skillsMultiple language fluencyProfessionalismConflict resolution skillsInterpersonal skillsOrganizational skillsTime managementIntegrity

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