Overview:

This position provides a wide variety of business support services.

Communication and excellent organizational skills are required. Understand and comply with all

company and departmental rules and regulations, policies and procedures.

The Business 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. 

Responsibilities:

May include some or all of the following as applicable

Reviews receivable reports, ensures the late fees have properly posted, and responsible for forwarding collection packages to counsel per Association policy and as directed by the Board of Directors.

Responsible for processing of Association invoices and expense checks ensuring that the payment is processed from the correct bank account and the expense posted to the correct account per the Association budget.

Assists residents with account balance inquiries.

Assists in preparation of monthly financial reports and reviews same for accuracy and variance trends. This includes the determination of the necessary expense accruals and reclassifications.

Prepares and distributes the monthly detailed Excel P&L report for the Board of Directors and Committee Chairs. Assists with any questions the recipients have to better educate them.

Reviews monthly & year to date expenses to ensure various accounts are trending in line with budget and notify Board of Directors & Committee Chairs of any concerns.

Coordinates the annual budget process with the Board of Directors and Committee Chairs. Prepares the annual budget and organizes the necessary Board Meetings.

Responsible for managing all activities of the marina including leases, on-boarding/off-boarding slip renters, overseeing maintenance & repairs, managing finances, etc.

Maintains Marina prepaid lease payments schedule and updates monthly with new and terminated leases, along with the recognition of monthly revenue. Also, maintains the Security Deposit Master to ensure they are collected, refunded, and recorded properly.

Answers telephones promptly and assists residents with questions and concerns.

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

Attends Board Meetings and creates/posts newsletters and notices.

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 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. 

Accounting & Finance:

Computer Literacy:

Advanced command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point, Outlook Publisher 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 occasion, 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.  

DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right

to change any portion of this job description at any time and for any reason.