Assistant Property Manager- HOA

Castle Group•Lakewood Ranch, FL

9d•Onsite

About The Position

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. Country Club East is one of Southwest Florida's premier gated master-planned communities, located within the award-winning Lakewood Ranch development. Home to approximately 1,400 residences, the community offers an upscale lifestyle featuring beautifully maintained neighborhoods, resort-style amenities, scenic preserves and lakes, and access to the renowned Lakewood Ranch Golf & Country Club through optional membership.

Requirements

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 understating 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.
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.

Nice To Haves

Knowledge and understating of HOA operations are strongly preferred.
Experience in maintaining a website is desired.
Knowledge of TownSq and SmartWebs preferred.
Working knowledge of Florida Statue 720 preferred.
Multiple language fluency is desirable. Depending on the community.

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.
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.