The Administrative Assistant provides a wide variety of administrative support services for the Homeowners' 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. They perform 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 the 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.
- Performs property inspections and follows up on work orders as needed as directed by the Property Manager