Overview
The Assistant Property Manager is responsible for supporting the Property Manager on site with any delegated administrative, financial, or operational tasks. The Assistant Property Manager provides exemplary service consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.
Responsibilities
- Manage and handle day-to-day activities of the Property in the absence of the Property Manager, including but not limited to:
- Complying with all reporting requirements outlined in the Management Services Agreement.
- Complying with meeting requirements outlined in Florida Statue 718.
- Solicits, reviews, and compiles bid analysis sheets for Board Review for maintenance, construction, and other community projects, as well as services deemed to be in the best interests of the Association.
- Draft RFPs (Requests for Proposals) as needed before bidding on large projects to ensure that the data received is comparable across all vendors.
- Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and properly reports it within the appropriate timelines to the appropriate party.
- Acts as liaison with legal counsel and other Association vendors as necessary to conduct Association business.
- Management of staff, including performance management, payroll approval, and coaching.
- Manage and track all activity logs and incident reports for the Property Manager’s review and assist in investigations as needed.
- Resolves and follows up on all complaints/issues and reports to the Property Manager.
- Oversee and gather information and data for vendors.
- Act as a liaison and manage association vendors, including but not limited to assessing vendor performance and compliance with Castle and Association standards.
- Assists with vendor and invoice reconciliation.
- Collects monthly rental payments, makes deposits, runs delinquency reports, and sends out delinquency notices, as applicable.
- Prepares rental or new resident packages as required.
- Tracks rentals and processes required paperwork for tenants, such as lease expirations and renewal documents.
- Provides training as needed for new hires in the corresponding department.
- Monitors and controls Electronic Security and Gate Control Systems, where applicable.
- Maintains association website.
- Assists Property Manager with any special requests, i.e., administrative work, mailings, etc.
- Assists in the preparation of reports for inclusion in monthly management reports and board packages.
- Ensures all safety precautions and procedures are followed while performing duties.
- If applicable, tracks all architectural change requests by homeowners and inspects for compliance upon completion. Utilizes assigned software programs to engage with Board or Committee members during the architectural review process.
- May oversee committees (i.e., grievance committee) and site projects.
- May oversee and schedule staff for the site.
- May maintain schedules and timesheets/cards for payroll purposes.
- May fill front desk shifts if or when needed.
- May monitor the Emergency Response System, if applicable.
- Other duties and responsibilities as assigned by the Property Manager.
Supervisory Responsibilities
- Dependent on Association, will be responsible for managing frontline team (i.e. Maintenance, Front Desk, Housekeeping).
- Carry out supervisory responsibilities in accordance with Castle’s policies and applicable laws.
- Responsibilities include interviewing, hiring, training, developing, and mentoring employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
- Oversee vendor relationships, projects, and site committees when applicable.
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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and Experience
- High school diploma required.
- A minimum of Two (2) years of community management or similar business experience preferred or in a similar role.
- Ability to successfully obtain Florida Community Association Manager License within 6 months of start.
- Knowledge and understanding of HOA operations are strongly preferred.
- Intermediate skills with Microsoft Office Suite (including SharePoint, Excel, Word, Outlook, and PowerPoint).
- Experience in maintaining a website is desired.
- Knowledge of TownSq and SmartWebs preferred.
- Valid Driver’s License required.
Skills and Abilities
- Working knowledge of Florida Statue 720 preferred.
- Proficient in conflict resolution and de-escalation techniques.
- Able to work under tight deadlines and use time effectively based on key priorities and delegate them when appropriate.
- Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.
- Excellent interpersonal, negotiation, and organizational skills and great attention to detail.
- Strong analytical and problem-solving skills.
- Multiple language fluency is desirable. Depending on the community.
- Ability to learn new technology required.
- Ability to act with integrity, professionalism, and confidentiality.
Physical requirements
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
- Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations.
- Ability to lift 30lbs. following appropriate safety procedures.
- Ability to work in different environmental working conditions (e.g., heat, cold, wind, rain).
- Walk and climb stairs.
- Handle, grasp, and feel objects and equipment.
- Reach with hands and arms.
- Extensive use of fingers for typing and visual use of the computer monitor.
- Ability to quickly and easily navigate property/buildings are required to meet the job functions.
- Repeat various motions with wrists, hands, and fingers.
- Ability to detect auditory and 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.
- Ability to work extended hours and weekends if needed.
- May be required to travel for training sessions off-site on an ad-hoc basis.
- Most of the work will be completed indoors in a temperature-controlled environment with little to moderate noise. May be required to work outdoors for certain periods for property inspections.
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.
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