Job Description

Overview

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.

Responsibilities

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.
• Position Overview
• The Building Quality Control & Resident Services Coordinator is responsible for maintaining the overall appearance, organization, and quality of the building while providing exceptional service to residents and owners.
• This position combines daily building inspections, resident assistance, contractor coordination, common-area quality control, administrative support, and coordination of maintenance and warranty requests. The individual will serve as an additional set of eyes and hands for management, helping ensure that the entire property remains clean, organized, professional, and well maintained.
• The ideal candidate is proactive, detail-oriented, service-minded, organized, and capable of identifying issues before they become larger problems.
• Key Responsibilities
• Daily Recycling Collection
• Resident Concierge Services
• Common-Area Quality Control and Presentation
• Guest Suite Management – Unit 406
• Contractor Check-In and Coordination
• Building Inspections and Maintenance Requests
• Garage and Vehicle Oversight
• Vacant Unit Inspections
• Administrative and Management Support
• Maintenance Team and Front Desk Support
• General Building Standards and Proactive Follow-Up

Qualifications

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

• High school diploma or equivalency required.
• A minimum of One (1) year of administrative support or related work experience is required. Must possess a strong administrative background.
• Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
• Position may require valid Driver’s License.

Skills and Abilities

• Strong customer service, communication, and interpersonal skills.
• Strong conflict resolution skills with ability to handle and diffuse conflict situations required.
• Able to work under tight deadlines and use time effectively based on key priorities.
• Excellent verbal and written communication skills through the ability to communicate, receive, and exchange ideas and information using spoken and written language.
• Excellent interpersonal and office management skills.
• Excellent organizational skills and a high attention to detail.
• Ability to prioritize tasks in a fast-paced environment.
• Multiple language fluency is desirable and may be required depending on the community’s needs.
• Ability to learn new technology.
• Ability to act with integrity, professionalism, and confidentiality.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations.
• Ability to lift 30lbs. following appropriate safety procedures.
• Ability to:
• Work in a seating stationary position for long periods of time
• Walk and climb stairs.
• Handle, grasp, feel objects and equipment.
• Reach with hands and arms.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Repeat various motions with wrists, hands and fingers.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone.
• Visual ability correctable to 20/20.
• Ability to respond verbally in an understandable, professional manner in person and over the telephone.
• May be required to travel for training sessions off-site on an infrequent, ad-hoc basis.
• May be required to cover for administrative staff at other communities within reasonable distance when needed.

EQUAL EMPLOYMENT OPPORTUNITY

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.

DISCLAIMER

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.