The Communications Administrative Assistant provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.
The Communications Administrative Assistant 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. This includes working interdepartmentally, as well as, with our external customers.
Essential Duties and Responsibilities
- Uploads and organizes documents to the community's website.
- Develops weekly newsletter to be distributed in the community using software such as Canva and Adobe.
- Assists in the preparation, editing, and distribution of internal and external communications.
- Maintains and updates contact lists, communication schedules, and departmental databases.
- Ensures posted communication pieces are up to date.
- Maintains the community's tv channels with up to date videos.
- Monitors and responds promptly to general inquiries via phone, email, the website, in person and other communication channels.
- Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
- Creates marketing material including brochures, presentations, and digital content.
- Tracks resident issues to enable Property Manager to identify major problems or trends.
- Maintains Association files, mail, binders, and office supply inventory.
- Attends and handles Audio Visual at Board and Committee Meetings.
- Maintains homeowner roster, database, mail instructions and homeowner files.
- Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
- Ensures all safety precautions and procedures are followed while performing duties.
- May be assigned other duties by Community Association Manager.
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 and audio-visual 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:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. 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
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.