Assistant Property Manager- HOA

Castle Group•Lakewood Ranch, FL

1d•Onsite

About The Position

The Assistant Property Manager supports the on-site Property Manager with delegated administrative, financial, and operational tasks and provides service consistent with Castle Group’s values and mission. The role may manage day-to-day property activities in the Property Manager’s absence and may supervise frontline staff, vendors, projects, and committees, depending on the Association. The position also supports resident and Board matters, property operations, reporting, and safety procedures. Duties may change or be supplemented based on organizational needs.

Requirements

High school diploma required.
Ability to obtain a Florida Community Association Manager License within six months of starting.
Valid driver’s license required.
Intermediate skills with Microsoft Office Suite, including SharePoint, Excel, Word, Outlook, and PowerPoint.
Working knowledge of Florida Statute 720.
Proficiency in conflict resolution and de-escalation techniques.
Ability to work under tight deadlines, prioritize and manage time effectively, and delegate when appropriate.
Excellent verbal and written communication skills.
Excellent interpersonal, negotiation, and organizational skills, with 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 and maintain composure and good judgment during emergency, difficult, and stressful situations.
Ability to lift 30 pounds using appropriate safety procedures; work in varying outdoor conditions; walk and climb stairs; handle, grasp, feel, and reach for objects; use fingers repeatedly for typing; navigate properties and buildings; detect auditory and visual emergency alarms; and hear, understand, and respond to verbal requests in person and by telephone.
Visual ability correctable to 20/20 and ability to respond verbally in an understandable, professional manner in person and by telephone.
Ability to work extended hours and weekends if needed and travel off-site for training on an ad hoc basis.

Nice To Haves

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

Responsibilities

Manage day-to-day property activities in the Property Manager’s absence, including complying with Management Services Agreement reporting requirements and Florida Statute 718 meeting requirements.
Solicit, review, and compile bid analysis sheets for Board review; draft requests for proposals for large projects as needed.
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 as assigned, including performance management, payroll approval, coaching, training, scheduling, and timesheet maintenance.
Track activity logs and incident reports for the Property Manager’s review and assist with investigations as needed.
Resolve and follow up on complaints and issues, reporting them to the Property Manager.
Gather information and data for vendors; manage vendor relationships, assess performance and compliance, and assist with vendor and invoice reconciliation.
Collect monthly rental payments, make deposits, run delinquency reports, and send delinquency notices as applicable.
Prepare rental or new-resident packages and track rental paperwork, lease expirations, and renewals.
Maintain the Association website and monitor electronic security and gate control systems where applicable.
Assist with administrative requests, mailings, monthly management reports, and Board packages.
Follow safety precautions and procedures.
Track homeowner architectural change requests and inspect completed work for compliance where applicable; use assigned software to engage Board or Committee members during architectural review.
Oversee committees and site projects when assigned; fill front desk shifts or monitor the Emergency Response System if needed and applicable.
Perform other duties and responsibilities assigned by the Property Manager.
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 or disciplining employees, and resolving complaints and problems.