Regional Office Assistant

Under the direct supervision of the Business Unit Leader/Vice President, this position provides support to the SWFL Regional Office. Communication and excellent organizational skills are required. Understand and comply with all company and departmental rules and regulations, policies and procedures.

The Office 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)

• Executive administrative tasks for the Business Unit Leader/Vice President and Regional Director team.
• Regional administration - update SWFL Castle Directories and Salesforce, manage SWFL Corporate Calendar, manage SWFL zoom calendar, and conference room reservations.
• Management of Castle Group Office Building -invoicing, repairs & maintenance coordination, oversee cleaning company, etc.
• Responsible for the purchase and inventory and order of the following: Building Supplies, Corporate Janitorial Supplies, Coffee supplies, Kitchen Supplies, Office Supplies, Paper Supplies, Toner Cartridges, etc
• Equipment - Copiers, Fax Machines, Postage Machine, Phones, Computer equipment and coordinate IT support, server room
• Responsible for petty cash reconciliation for SWFL office.
• Basic accounting tasks which may include check deposits, deficit funding checks, emergency checks, bank transfers, and special requests.
• Events - Assist leadership in coordinating SWFL events; i.e. Team Meetings, employee appreciation events, training events, Business Development Round Tables, CEU courses, misc. meetings at the office, etc.
• Responsible for the maintenance and organization of the Storage Facility.
• Distribute after-hours report for the region.
• Mailings - Oversee local Certified Mail, Mail-Outs (labels, stuffing and postage), weekly UPS to/from Home Office, and manage incoming mail and PM mailboxes.
• Responsible for ordering name badges, business cards, letterheads, envelopes, forms, CastleWear and coordinate distribution to staff.
• Assist the Transition Team/Account Manager with onboarding new accounts.
• Job may require support to site teams to include filling in at a community if needed and/or new accounts from time to time.
• Follows safety procedures and maintains a safe work environment.
• Any other responsibilities as assigned by supervisor.
• Performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service.

Qualifications

• Training/Certifications/Licenses:

Must have general knowledge of operation of standard business machines, (i.e. copiers, fax machines). CAM license desired.

• Experience/Knowledge/Abilities:

Effective written and verbal communication skills. Work requires continual attention to detail and ability to meet deadlines.

• Computer Literacy:

Intermediate to advanced command of computer hardware/software is required. Specifically, knowledge of Microsoft Word, Excel, and Outlook.

• Language requirements:

Ability to communicate both written and orally in English. Multiple language fluency is desirable.

Required Education and Experience

High school diploma or equivalency required.

Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days depend on the nature and location of the assignment.

Travel

No travel anticipated. Ability to work extended hours and weekends based on project requirement. Ability to respond to emergencies and callouts in a timely manner.

Working conditions

The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.

Physical requirements

Ability to lift up to 20-30 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate; handle, grasp and lift objects and packages; extensive use of fingers for typing and visual use of the computer monitor. Ability to reach with hands and arms; communicate, receive and exchange ideas and information by means of the spoken and written word; ability to quickly and easily navigate the property/building as required to meet the job function.