Administrative Assistant- Condo

Administrative Assistant

The Administrative Assistant provides comprehensive administrative support to the on-site management team of a premier luxury high-rise condominium association in Tampa's prestigious Westshore neighborhood. This position plays a vital role in ensuring the efficient day-to-day operation of the management office while delivering exceptional customer service to residents, board members, vendors, and guests in a fast-paced, service-oriented environment.

The Administrative Assistant delivers exceptional service in alignment with Castle Group's mission, values, and standards of excellence. Serving as a representative of Castle Royal Service, this individual performs all duties with the highest level of professionalism, discretion, and hospitality while providing outstanding support to residents, board members, guests, vendors, and the on-site management team.

Responsibilities

Essential Duties and Responsibilities

• Answers telephones promptly and assists residents with questions and concerns.
• Tracks resident issues to enable 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.
• Ensures all safety precautions and procedures are followed while performing duties.
• Performs property inspections and follows up on work orders as needed as directed by the Property Manager
• Other duties and responsibilities as assigned by the Property Manager.

Qualifications

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/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• 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).
• Position may require valid Driver's License.

Skills and Abilities

• Strong customer service, communication, and interpersonal skills.
• Strong conflict resolution skills with 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 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.

• Able to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations.
• Ability to lift 30lbs. following appropriate safety procedures.
• Ability to:
• Work in a seating stationary position for long periods of time
• Walk and climb stairs.
• Handle, grasp, feel objects and equipment.
• Reach with hands and arms.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Repeat various motions with wrists, hands and fingers.
• Ability to detect auditory and/or 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 for 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.