Administrative Assistant - HOA

Overview

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.

Responsibilities: 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 issu...