What are the responsibilities and job description for the Administrative Assistant- Condo position at Castle Group?
The 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 Group's values and mission. He or she performs all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.
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
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