Assistant Property Manager-Condo

Castle Group • Miami, FL

5h • 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 the property’s day-to-day activities in the Property Manager’s absence, oversee staff and vendors, and support association operations, resident services, reporting, and site projects. Duties may vary by association and can change based on organizational needs.

Requirements

• High school diploma required.
• Ability to obtain a Florida Community Association Manager License within six months of starting.
• Intermediate proficiency with Microsoft Office, including SharePoint, Excel, Word, Outlook, and PowerPoint.
• Valid driver’s license required.
• Proficiency in conflict resolution and de-escalation techniques.
• Ability to work under tight deadlines, prioritize tasks, use time effectively, and delegate when appropriate.
• Excellent verbal and written communication skills.
• 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 and maintain composure and good judgment during emergencies and stressful situations.
• Ability to lift 30 pounds using appropriate safety procedures; walk and climb stairs; handle, grasp, and feel objects and equipment; reach with hands and arms; and perform repeated wrist, hand, and finger motions.
• Ability to use a computer monitor and type extensively; navigate property buildings quickly; detect auditory and visual emergency alarms; hear and respond to in-person and telephone requests; and communicate understandably and professionally.
• Visual ability correctable to 20/20.
• Ability to work in varying environmental conditions, including heat, cold, wind, and rain.

Nice To Haves

• At least two years of community management or similar business experience, or experience in a similar role.
• Knowledge and understanding of high-rise or condominium life-safety equipment, such as fire-suppression systems, generators, chillers, cooling towers, and elevators.
• Experience maintaining a website.
• Knowledge of Building Link.
• Working knowledge of Florida Statute 718.
• Fluency in multiple languages, depending on the community.

Responsibilities

• Manage the property’s day-to-day activities in the Property Manager’s absence, including compliance with reporting requirements in the Management Services Agreement and meeting requirements under Florida Statute 718.
• Solicit, review, and compile bid analyses for Board review; draft requests for proposals for large projects when needed.
• Investigate accidents and claims involving property damage or personal injury, prepare written reports, and submit them to the appropriate parties within required timelines.
• Liaise with legal counsel and Association vendors as needed to conduct Association business.
• Manage staff as applicable, including performance management, payroll approval, coaching, training, scheduling, and supervision.
• Track activity logs and incident reports for the Property Manager’s review.
• Gather vendor information, manage vendor relationships, and assess vendor performance and compliance with Castle and Association standards.
• Collect monthly rental payments, make deposits, run delinquency reports, and send delinquency notices as applicable.
• Prepare rental and new-resident packages, track rentals, and process tenant paperwork, including lease expirations and renewals.
• Monitor electronic security and gate-control systems where applicable.
• Maintain the Association website.
• Resolve and follow up on complaints and issues, and report them to the Property Manager.
• Help maintain a safe and secure environment throughout the property; assist with investigations and reviews of recordings or logs following unusual incidents.
• Assist the Property Manager with administrative requests, mailings, monthly management reports, Board packages, and vendor and invoice reconciliation.
• Follow safety precautions and procedures while performing duties.
• Track homeowners’ architectural change requests and inspect completed work for compliance where applicable; use assigned software to engage Board or Committee members in the review process.
• Oversee committees and site projects when assigned.
• Maintain staff schedules and payroll timesheets or cards as needed, and fill front-desk shifts when necessary.
• Monitor the Emergency Response System when applicable.
• Perform other duties and responsibilities assigned by the Property Manager.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED