Administrative Assistant- Condo

divh2Administrative Assistant/h2pThe Administrative Assistant provides a wide variety of administrative support services for the Condo Association, including support and assistance to the management office. The Administrative Assistant provides exemplary service in a manner consistent with the Castle Groups values and mission. He or she performs all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service./ph3Responsibilities/h3pstrongEssential Duties and Responsibilities/strong/pulliAnswers telephones promptly and assists residents with questions and concerns./liliTracks resident issues to enable Property Manager to identify major problems or trends./liliMaintains Association files, mail, binders, and office supply inventory./liliAttends Board Meetings as requested./liliCreates/posts newsletters and notices. Assists the manager with updating the website as needed./liliMaintains homeowner roster, database, mail instructions, and homeowner files./liliAssists in reviewing leases, if applicable, and processing new owner approval and interview packages./liliReview receivable reports and assist the property manager in forwarding collection packages to counsel./liliInputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc./liliMay be responsible for the processing of Association expense checks./liliRecords miscellaneous income in assigned software./liliAssists residents with account balance inquiries. Researches discrepancies, processes overpayment refunds, and processes owner credits and charges as instructed by the Property Manager./liliProcess ARCs and assist residents in booking amenity reservations./liliAssists residents with access control requests (new fob, gate remotes, transponders, etc)./liliIn the absence of a Covenants Coordinator, conduct the following:/liliInspect 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./liliUpload violations to the Production folder for mail-outs daily./liliRespond to resident inquiries with the information necessary to correct the violation in a timely manner./liliEnsures all safety precautions and procedures are followed while performing duties./liliPerforms property inspections and follows up on work orders as needed as directed by the Property Manager/liliOther duties and responsibilities as assigned by the Property Manager./li/ulh3Qualifications/h3pstrongQualifications/strong/ppTo 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/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions./ppstrongEducation and Experience/strong/pulliHigh school diploma or equivalency required./liliA minimum of One (1) year of administrative support or related work experience is required. Must possess a strong administrative background./liliIntermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams)./liliPosition may require valid Drivers License./li/ulpstrongSkills and Abilities/strong/pulliStrong customer service, communication, and interpersonal skills./liliStrong conflict resolution skills with ability to handle and diffuse conflict situations required./liliAble to work under tight deadlines and use time effectively based on key priorities./liliExcellent verbal and written communication skills through the ability to communicate, receive, and exchange ideas and information using spoken and written language./liliExcellent interpersonal and office management skills./liliExcellent organizational skills and a high attention to detail./liliAbility to prioritize tasks in a fast-paced environment./liliMultiple language fluency is desirable and may be required depending on the communitys needs./liliAbility to learn new technology./liliAbility to act with integrity, professionalism, and confidentiality./li/ulpstrongPhysical requirements/strong/ppThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions./pulliAble to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations./liliAbility to lift 30lbs. following appropriate safety procedures./liliAbility to:/liulliWork in a seating stationary position for long periods of time/liliWalk and climb stairs./liliHandle, grasp, feel objects and equipment./liliReach with hands and arms./liliExtensive use of fingers for typing and visual use of the computer monitor./liliRepeat various motions with wrists, hands and fingers./liliAbility to detect auditory and/or visual emergency alarms./liliAbility to hear, understand, and respond appropriately to verbal requests made in person and over the telephone./liliVisual ability correctable to 20/20./liliAbility to respond verbally in an understandable, professional manner in person and over the telephone./liliMay be required to travel for training sessions off-site on an infrequent, ad-hoc basis./liliMay be required to cover for administrative staff at other communities within reasonable distance when needed./li/ul/ulpstrongEqual Employment Opportunity/strong/ppCastle 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./ppstrongDisclaimer/strong/ppThis 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./p/div