Administrative Assistant - HOA

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Job description

Overview:
This Administrative Assistant/LifeStyle position provides a wide variety of administrative support services. Performs office work directly related to property management and general business operations of the association as well as coordination of community events.

The Administrative Assistant/Lifestyle Coordinator also 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 as it relates to this function

Responsibilities:
May include some or all of the following as applicable under the direction of the Property Manager)

Answers telephones promptly and first point of contact to assists residents with questions and concerns.

Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.

Tracks resident issues to enable Community Association Manager to identify major problems or trends.

Creates/posts newsletters, notices, agendas and meeting minutes. May be asked to attend Board Meetings.

Maintains Association files, mail, binders, and office supply inventory.

Maintains homeowner roster, database, mail instructions and homeowner files.

Ensures all safety precautions and procedures are followed while performing duties.

May be assigned other duties by Community Association Manager.

Processes violation notices, verifies resolution or recommends fines per HOA policy.

Coordinates and oversees community events & activities. Works with community volunteers to develop calendar of events, secure entertainment, arrange catering and distribute promotional materials as needed.

Plan, coordinate and implement all Association-funded events and/or shows; including but not limited to, budgeting for the activity, ticket sales, scheduling room use, facilitating preparations (Set-up, execution and break down) and procurement of all supplies needed for the activities.

Attend events and shows that are funded and supported by the Association, as needed, to assist with set-up, vendors, enterta

Publish social calendar for distribution both electronically and club house.

Negotiates necessary contracts relating to the presentation of shows, workshops, classes and other forms of entertainment.

Prepare and edit issues of the Tidal Wave Press and solicit advertisements in collaboration with the Community Newsletter Committee.

Responsible for overseeing the rental of community properties including rental agreements, setup & teardown and scheduling cleaning.

Qualifications:
Education/Training/Certifications/Licenses:

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. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.

Computer Literacy:

Advanced command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point, Outlook and virtual meeting applications. 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 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. 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.

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