Administrative Assistant/Bookkeeper

Condo on the Bay is a prestigious waterfront condominium complex that sits on over 8 acres directly on Sarasota Bay. It consists of two 18 story towers and 20 marina suites. These well-appointed buildings feature spacious floor plans, modern conveniences throughout and delightful amenities, including two resort-style pools, four pickleball courts, a tennis court, four exercise rooms, a concierge in each Tower, as well as boat/kayak docks with fishing pier and a staffed 24-hour security gatehouse.

This Administrative Assistant provides a wide variety of administrative support services, with a primary focus of onsite bookkeeping and financial record analysis. Performs office work directly related to property management and the general business operations of the association. The administrative assistant will maintain association financial records, including purchases, sales, receipts and payments. Job duties include working closely with our accounting team to create and analyze financial reports and ensure legal requirements compliance, process accounts payable and receivable and manage invoices and tax payments.

The 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.

(May include some or all of the following as applicable)

• Answers telephones promptly and assists residents with questions and concerns.
• Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.
• Tracks resident issues to enable Property Manager to identify major problems or trends.
• Maintains Association files, mail, binders, and office supply inventory.
• Attends Board Meetings Creates/posts newsletters and notices.
• 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.
• Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
• May be responsible for processing of Association expense checks.
• Assists residents with account balance inquiries.
• Ensures all safety precautions and procedures are followed while performing duties.
• Performs property inspections as directed by Community Association Manager.
• May be assigned other duties by Community Association Manager.

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/bookkeeping 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.

• Proven bookkeeping experience
• Solid understanding of basic bookkeeping and accounting payable/receivable principles
• Proven ability to calculate, post and manage accounting figures and financial records
• Data entry skills along with a knack for numbers
• Hands-on experience with spreadsheets and proprietary software
• Proficiency in English and in MS Office
• Customer service orientation and negotiation skills
• High degree of accuracy and attention to detail

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.

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.