Desired:Microsoft Powerpoint Transcription Customer Service Basic Computer Skills Excel Windows
Microsoft Word
POSITION SUMMARY:
This position provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.
The Administrative Assistant provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service.
ESSENTIAL RESPONSIBILITIES: May include some or all of the following as applicable)
- Answers telephones promptly, takes and relays messages and helps residents with questions and problems.
- Processes work orders as required for landscape, maintenance, housekeeping, etc.
- Closes out work orders
- Responds to and resolves work order complaints as necessary.
- Tracks resident complaints to enable Property Manager to identify major problems or trends.
- Maintains Association general files and binders so they are current at all times.
- Maintains staff calendar and summary payroll data.
- Assists Property Manager with the hiring process and compliance.
- Assists Property Manager with correspondence and administrative work as required.
- Assists Property Manager in compiling data for community website.
- Creates and posts notices, including Board meeting notices, agendas and committee meeting notices.
- Assists the Community Association Manager with creation of Directors’ binders for Board meetings.
- Maintains homeowner roster, database, mail instructions and homeowner files.
- Assists in processing of new owner approval and interview packages.
- Assist in review of leases, if applicable.
- Provides architectural review applications and processes as required.
- Processes violation notices as required.
- Responsible for tracking 55+ owners, where applicable.
- Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
- Orders and maintains office supply inventory.
- Processes mail for management office.
- May be responsible for processing of Association expense checks.
- Assists residents with account balance inquiries.
- May attend Board meetings and assist in transcribing proceedings if necessary.
- Gather information and/or quotes from vendors for review by Community Association Manager or Board.
- Assist in preparation of community Newsletter, if applicable.
- Responsible for organizing and executing social events and community activities on a weekly, monthly annual basis
- Assists with maintaining a monthly, annual social calendar of events
- Responsible for maintaining the community website
- Asissts with coordinating and managing vendors for community events
- May be assigned other duties by Community Association Manager.
- Ensures all safety precautions and procedures are followed while performing duties.
- Performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service.
SKILLS, KNOWLEDGE & ABILITIES REQUIRED:
Education/Training/Certifications/Licenses:
Education/Training:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
Must possess strong administrative background. Three (3) to Five (5) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills. Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Computer Literacy:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.
Language requirements:
Multiple language fluency is desirable, and may be required depending on the community’s needs.
Travel and availability requirements:
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.
Ability to work extended hours and weekends on an occasional, as needed basis.
Physical Requirements:
Ability to lift up to 10 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate; Handle, finger, grasp and lift objects and packages; reach with hands and arms; communicate, receive and exchange ideas and information by means of the spoken and written word; ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
The majority of work will be completed indoors in a temperature controlled environment with little to moderate noise levels.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason. Further, your signature on this job description does not change the at-will nature of your employment.
