Administrative Assistant - HOA

Overview The Administrative Assistant plays a vital role in supporting the Property Manager and delivering exceptional service to residents. This position combines strong administrative skills, resident relations, and light property oversight to help maintain smooth community operations and positive homeowner experiences. You will serve as a key point of contact for residents, handling inquiries with warmth and professionalism, processing requests efficiently, and supporting compliance and maintenance processes — all while embodying Castle Group’s signature Royal Service standards of excellence, care, and responsiveness. Responsibilities Answer telephones promptly and assist residents with questions and concerns in a friendly, helpful manner. Track resident issues and feedback to help the Property Manager identify trends and opportunities for improvement. Maintain organized Association files, mail, binders, and manage office supply inventory. Attend Board Meetings as requested and provide administrative support. Create and post newsletters, notices, and assist the Property Manager with website updates as needed. Maintain accurate homeowner rosters, databases, mail instructions, and homeowner files. Assist with reviewing leases (if applicable) and processing new owner approval and interview packages. Review receivable reports and support the Property Manager in forwarding collection packages to counsel. Input, process, and close work orders for landscape, maintenance, housekeeping, and other services as required. Assist with processing Association expense checks and record miscellaneous income in assigned software. Handle resident account balance inquiries, research discrepancies, process overpayment refunds, and apply owner credits and charges as directed. Process Architectural Review Committee (ARC) requests and assist residents with booking amenity reservations. Support residents with access control requests, including new fobs, gate remotes, and transponders. Respond to resident inquiries regarding violations, providing clear information and guidance to help correct issues in a timely and supportive manner. Perform property inspections and follow up on work orders as directed by the Property Manager. Ensure all safety precautions and procedures are followed while performing duties. Other duties and responsibilities as assigned by the Property Manager. Qualifications Required High school diploma or equivalent Valid driver’s license and reliable transportation Minimum 1 year of administrative, customer service, or property management experience Strong proficiency with Microsoft Office Suite and comfort learning new software/systems Excellent written and verbal communication skills with high attention to detail Ability to work independently, manage multiple priorities, and maintain confidentiality Preferred Associate’s or Bachelor’s degree in business, hospitality, or related field Previous experience with property management software, HOA/condo administration, or resident services Ideal Candidate Traits Warm, professional, and service-oriented with strong interpersonal skills Organized, detail-oriented, and proactive problem-solver Comfortable balancing office work with occasional property inspections and resident interactions Team player who takes pride in supporting smooth community operations and positive resident experiences Physical Requirements Sitting for extended periods and using a computer for data entry and documentation Walking properties for inspections and work order follow-up (including stairs and uneven terrain as needed) Working in an office environment with occasional outdoor time in Florida weather Occasional lifting of light supplies or materials (up to 20-30 lbs) Driving between properties or for meetings when required Reasonable accommodations will be made for qualified individuals with disabilities. Why Join Castle Group? Meaningful Impact — Play a key role in creating positive resident experiences and supporting well‑run communities. Royal Service Culture — Join a company that brings hospitality-level standards and genuine care to property management. Career Growth — Opportunities to advance within the organization and support toward CAM licensing if desired. Recognized Employer — Part of a team at a Fortune-recognized Best Workplace in Real Estate with a collaborative, people‑first culture. Competitive Package — Attractive compensation and comprehensive benefits in a stable, growing company. Varied & Rewarding Work — A dynamic mix of resident interaction, administrative precision, and community support. Equal Employment Opportunity Castle Group is an equal opportunity employer. We prohibit discrimination and harassment of any kind and base all employment decisions 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 applicable law. This job description is intended to convey the general nature and scope of the position. Duties and responsibilitiesmay change based on organizational and community needs. #J-18808-Ljbffr