Overview
Administrative Assistant – HOA Jobs in Fleming Island, FL at Castle Group
Title: Administrative Assistant – HOA
Company: Castle Group
Location: Fleming Island, FL
TheAdministrative Assistantprovides a wide variety of administrative support services for theHomeowners’ association, including support and assistance tothe management office located in Fleming Island.
TheAdministrative Assistantprovides exemplary service in a manner consistent with theCastle Group’s values and mission.They performall responsibilities whiledemonstratingoutstanding customer service skillsasarepresentativeof Castle Royal Service.
EssentialDuties andResponsibilities
Answers telephonespromptly andassistsresidents with questions and concerns.
Tracks resident issues to enabletheProperty Manager toidentifymajor problems or trends.
Maintains Association files, mail, binders, and office supply inventory.
Attends Board Meetings asrequested.
Creates/posts newsletters and notices.Assiststhemanager with updating the website as needed.
Maintains homeowner roster, database, mail instructions,and homeowner files.
Assistsinreviewing leases, if applicable, and processingnew owner approval and interview packages.
Review receivable reports andassistthe property managerin forwarding collection packages to counsel.
Inputs/Processes/Closes work orders asrequiredfor landscape, maintenance, housekeeping, etc.
Maybe responsible fortheprocessing of Association expense checks.
Records miscellaneous income in assigned software.
Assistsresidents with account balance inquiries.Researchesdiscrepancies, processes overpayment refunds,andprocesses owner credits and charges as instructed by the Property Manager.
Process ARCs andassistresidents in booking amenity reservations.
Assistsresidents 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 asdeterminedby 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
Ensures all safety precautions and procedures are followed while performing duties.
Other dutiesand responsibilities as assignedbythePropertyManager.
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,andabilityrequired. Reasonableaccommodationsmay be made to enable individuals with disabilities to perform essential functions.
Education and Experience
High school diploma or equivalency required.
A minimum ofOne (1) year ofadministrative support orrelated work experienceisrequired. Mustpossessa strong administrative background.
Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
The position may require avalid Driver’s License.
Skills and Abilities
Strong customer service, communication, and interpersonal skills.
Strong conflict resolution skills withtheability to handle and diffuse conflict situationsrequired.
Able to work under tight deadlines and use time effectively based on key priorities.
Excellent verbal…
