Assistant Property Manager - Condo

Castle Group•Miami, FL

12h•Onsite

About The Position

The Assistant General Manager is responsible for supporting the Property Manager on site with any delegated administrative, financial, or operational tasks. The Assistant General 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.

Requirements

High school diploma required
Ability to successfully obtain Florida Community Association Manager License within 6 months of start
Intermediate skills with Microsoft Office Suite (including SharePoint, Excel, Word, Outlook, and PowerPoint)
Valid Driver’s License Required
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
Ability to learn new technology required
Ability to act with integrity, professionalism, and confidentiality

Nice To Haves

A minimum of Two (2) years of community management or similar business experience preferred or in a similar role
Knowledge and understanding of High Rise/ Condo Life Safety equipment (Fire suppression systems, generators, chillers, cooling towers, elevators, etc.) are strongly preferred
Experience in maintaining a website is desired
Knowledge of Building Link preferred
Working knowledge of Florida Statutes 718 is 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
Comply with all reporting requirements outlined in the Management Services Agreement
Comply with meeting requirements outlined in Florida Statue 718
Solicit, review, and compile 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 investigate and make a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and properly report it within the appropriate timelines to the appropriate party
Act as liaison with legal counsel and other Association vendors as necessary to conduct Association business
Manage staff, including performance management, payroll approval, and coaching
Manage and track all activity logs and incident reports for the Property Manager’s review
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
Collect monthly rental payments, make deposits, run delinquency reports, and send out delinquency notices, as applicable
Prepare rental or new resident packages as required
Track rentals and process required paperwork for tenants, such as lease expirations and renewal documents
Provide training as needed for new hires in the corresponding department
Monitor and control Electronic Security and Gate Control Systems, where applicable
Maintain association website
Resolve and follow up on all complaints/issues and report to the Property Manager
Maintain a safe and secure environment throughout the building/property(s)
Assist in investigations and tape/log reviews for any unusual incidents
Assist Property Manager with any special requests, i.e., administrative work, mailings, etc.
Assist in the preparation of reports for inclusion in monthly management reports and board packages
Assist with vendor and invoice reconciliation
Ensure all safety precautions and procedures are followed while performing duties
If applicable, track all architectural change requests by homeowners and inspect for compliance upon completion
Utilize 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
Perform other duties and responsibilities as assigned by the Property Manager
Responsible for managing frontline team (i.e. Maintenance, Front Desk, Housekeeping) dependent on Association
Carry out supervisory responsibilities in accordance with Castle’s policies and applicable laws
Interview, hire, train, develop, and mentor employees
Plan, assign, and direct work
Appraise performance
Reward and discipline employees
Address complaints and resolve problems
Oversee vendor relationships, projects, and site committees when applicable