Assistant Property Manager- HOA

Castle Group•Wylie, TX

About The Position

The Assistant Property Manager supports the on-site Property Manager with delegated administrative, financial, and operational tasks and may manage day-to-day property activities in the Property Manager’s absence. The role provides service consistent with Castle Group’s values and mission and represents Castle Royal Service through exemplary customer service. Depending on the Association, the position may supervise frontline staff, oversee vendors, projects, and committees, and assist with resident, rental, architectural-review, reporting, and property operations. The role requires following applicable safety procedures and may involve working extended hours or weekends, traveling off-site for training, and conducting outdoor property inspections. Most work is performed indoors in a temperature-controlled environment with little to moderate noise.

Requirements

High school diploma required.
Ability to obtain a Florida Community Association Manager License within six months of starting.
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, use time effectively according to priorities, 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, 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; handle, grasp, and feel objects and equipment; and reach with hands and arms.
Ability to type and use a computer monitor extensively, repeat wrist, hand, and finger motions, and navigate property and buildings quickly and easily.
Ability to detect auditory and visual emergency alarms; hear, understand, and respond appropriately to in-person and telephone requests; and communicate understandably and professionally in person and by telephone.
Visual ability correctable to 20/20.

Nice To Haves

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

Responsibilities

Manage day-to-day property activities in the Property Manager’s absence, including compliance with Management Services Agreement reporting requirements and meeting requirements under Florida Statute 718.
Solicit, review, and compile bid-analysis sheets for Board review for maintenance, construction, and other community projects and services.
Draft requests for proposals for large projects to help ensure comparable vendor submissions.
Investigate accidents and claims involving property damage or personal injury, prepare written reports, and report them to the appropriate party within required timelines.
Liaise with legal counsel and Association vendors as needed to conduct Association business.
Manage staff, including performance management, payroll approval, coaching, and, as applicable, interviewing, hiring, training, developing, mentoring, assigning, and directing work and addressing complaints.
Track activity logs and incident reports for the Property Manager’s review and assist with investigations.
Resolve and follow up on complaints and issues and report them to the Property Manager.
Gather information and data for vendors and oversee vendor relationships, performance, and compliance with Castle and Association standards.
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 rentals and tenant paperwork, including lease expirations and renewals.
Provide training to new hires in the corresponding department as needed.
Monitor electronic security and gate-control systems where applicable.
Maintain the Association website.
Assist the Property Manager with administrative work, mailings, and other special requests.
Assist in preparing reports for monthly management reports and Board packages.
Follow safety precautions and procedures while performing duties.
Where applicable, track homeowner architectural-change requests, inspect completed work for compliance, and use assigned software to engage Board or Committee members during architectural review.
Oversee committees, such as a grievance committee, and site projects when applicable.
Schedule site staff and maintain schedules and timesheets or timecards for payroll purposes when applicable.
Fill front-desk shifts when needed and monitor the Emergency Response System where applicable.
Perform other duties and responsibilities assigned by the Property Manager.