Assistant General Manager- HOA

Castle Group•Estero, FL

20h•Onsite

About The Position

The Assistant General Manager supports the on-site General Manager with delegated administrative, financial, and operational tasks, and manages the property’s day-to-day activities when the General Manager is absent. The role provides service consistent with Castle Group’s values and mission and represents Castle Royal Service through outstanding customer service. Depending on the Association, the position may supervise frontline staff, oversee vendors, projects, and committees, and help schedule site staff. It may also involve covering front-desk shifts or other communities, monitoring emergency systems, and traveling off-site for training. The role requires following safety procedures and may require extended hours and weekend work when needed.

Requirements

High school diploma required.
Valid driver’s license required.
Ability to obtain a Florida Community Association Manager License within six months of starting.
Advanced proficiency with Microsoft Office Suite, including SharePoint, Excel, Word, Outlook, and PowerPoint.
Proficient in conflict resolution and de-escalation techniques.
Able to work under tight deadlines, prioritize time effectively, and delegate when appropriate.
Excellent verbal and written communication skills, including the ability to communicate and exchange information in spoken and written language.
Excellent interpersonal, negotiation, and organizational skills, with strong attention to detail.
Strong analytical and problem-solving skills.
Ability to learn new technology.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and use good judgment in emergency, difficult, and stressful situations.
Ability to lift 30 pounds using appropriate safety procedures.
Ability to work in varying environmental conditions, including heat, cold, wind, and rain; walk and climb stairs; and walk on uneven terrain depending on the community.
Ability to handle, grasp, and feel objects and equipment; type extensively; use a computer monitor; reach with hands and arms; repeat wrist, hand, and finger motions; and stoop and bend.
Ability to navigate properties and buildings quickly and easily, and to work outdoors for extended periods in all types of weather.
Ability to detect auditory and visual emergency alarms and to hear, understand, and appropriately respond to verbal requests in person and by telephone.
Visual ability correctable to 20/20.
Ability to communicate verbally in an understandable and professional manner in person and by telephone.
May be required to travel off-site for training and occasionally cover staff at other communities within a reasonable commuting distance.
Ability to work extended hours and weekends if needed.

Nice To Haves

At least two years of community management or similar business experience is preferred.
Knowledge and understanding of HOA operations are strongly preferred.
Experience maintaining a website is desired.
Knowledge of TownSq and SmartWebs is preferred.
Working knowledge of Florida Statute 720 is preferred.
Fluency in multiple languages is desirable depending on the community.

Responsibilities

Manage day-to-day property activities in the General Manager’s absence, including complying with reporting requirements in the Management Services Agreement and meeting requirements under Florida Statute 720.
Solicit, review, and compile bid analysis sheets for Board review; draft requests for proposals for large projects to make vendor submissions comparable.
Investigate accidents and property-damage or personal-injury claims, prepare written reports, and submit them to the appropriate parties within required timelines.
Liaise with legal counsel and Association vendors to conduct Association business.
Manage staff, including performance management, payroll approval, coaching, and, where applicable, scheduling and supervision.
Track activity logs and incident reports for the General Manager’s review and assist with investigations.
Resolve and follow up on complaints and issues, and report them to the General Manager.
Gather vendor information and data; manage vendor relationships and assess vendor performance and compliance with Castle and Association standards.
Assist with vendor and invoice reconciliation.
Collect quarterly assessment payments, make deposits, run delinquency reports, and send delinquency notices as applicable.
Prepare new-resident packages and track rentals, including tenant paperwork, lease expirations, and renewals.
Provide training to new hires as needed.
Monitor electronic security and gate-control systems where applicable.
Maintain the Association website.
Assist the General Manager with administrative requests, mailings, and other special tasks.
Prepare information for monthly management reports and Board packages.
Ensure safety precautions and procedures are followed.
Track homeowners’ architectural change requests and inspect completed work for compliance; use assigned software to engage Board or Committee members in the architectural review process.
Oversee committees and site projects when assigned.
Maintain staff schedules and payroll timesheets or cards where applicable; fill front-desk shifts or cover other communities when needed.
Monitor the Emergency Response System where applicable.
Carry out supervisory responsibilities in accordance with Castle policies and applicable laws, including interviewing, hiring, training, developing, mentoring, assigning and directing work, appraising performance, rewarding and disciplining employees, and resolving complaints and problems.
Perform other duties and responsibilities as assigned.