Assistant Property Manager- HOA

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 Groups values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.

Essential Duties and 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

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

Skills and Abilities

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.

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.