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.

Essential Duties and Responsibilities

Administrative Duties include, but are not limited to:

Answers telephones promptly and assists residents with questions and
Inputs/Processes/Closes work orders & guest passes as required for landscape, maintenance, housekeeping,
Maintains Association
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 synopses 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 Property Manager and Assistant Property Manager

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. Associate’s degree in business or hospitality preferred.

A minimum of One (2 to 5) years of related work expereince, including 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.

Castle Group

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