Resident Relations

Castle Group•Tampa, FL

About The Position

The Building Quality Control & Resident Services Coordinator helps management maintain the building’s appearance, organization, and overall quality while providing service to residents and owners. The role combines daily recycling collection, resident concierge assistance, common-area inspections, guest-suite readiness, contractor coordination, building and garage walkthroughs, vacant-unit inspections, maintenance and warranty requests, and administrative support. The coordinator works with management, the front desk, concierge, housekeeping, maintenance, and outside contractors to identify and follow up on issues, support daily operations, and maintain a professional resident experience. The position calls for a proactive, detail-oriented, organized, and service-minded person who can work independently and coordinate effectively with multiple teams. Duties include light physical work such as collecting recyclables, walking throughout the property, and minor tidying. The role may also require travel to off-site training and covering administrative staff at nearby communities when needed.

Requirements

High school diploma or equivalency required.
At least one year of administrative support or related work experience required; strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
Strong customer service, communication, and interpersonal skills.
Strong conflict-resolution skills, including the ability to handle and diffuse conflict situations.
Ability to work under tight deadlines and use time effectively based on priorities.
Excellent verbal and written communication skills.
Excellent interpersonal and office management skills.
Excellent organizational skills and strong attention to detail.
Ability to prioritize tasks in a fast-paced environment.
Ability to learn new technology.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work independently while coordinating effectively with multiple teams.
Good judgment in identifying maintenance, safety, and presentation issues.
Comfort using building management systems, including Linker, and submitting maintenance or warranty requests.
Dependable, punctual, discreet, and professional.
Ability to handle light physical tasks, including collecting recyclables, walking throughout the property, and minor tidying.
Ability to lift 30 pounds following appropriate safety procedures.
Ability to work seated in a stationary position for long periods, walk and climb stairs, handle and grasp objects and equipment, reach with hands and arms, and perform repetitive wrist, hand, and finger motions.
Ability to use a computer monitor and type extensively, and to detect auditory or visual emergency alarms.
Ability to hear, understand, and respond appropriately to in-person and telephone requests.
Visual ability correctable to 20/20.
Ability to respond verbally in an understandable and professional manner in person and over the telephone.
Ability to work under pressure, maintain composure, and use good judgment during emergency, difficult, or stressful situations.
A valid driver’s license may be required.
May be required to travel infrequently to off-site training and cover administrative staff at other communities within a reasonable distance.

Nice To Haves

Previous experience in residential property management, concierge services, hospitality, building operations, or a similar role is preferred.
Fluency in multiple languages is desirable and may be required depending on community needs.

Responsibilities

Collect recyclables from residents’ doors daily and transport them to the designated garage dumpsters, keeping collection and disposal areas clean and organized.
Assist residents and owners with reservations and arrangements for restaurants, taxis, hotels, flights, and other personal services; provide timely, courteous assistance and support the front desk as needed.
Conduct regular inspections of common areas, including the lobby, hallways, lounges, amenities, gym, spa, and garage; maintain their cleanliness, organization, and presentation, and report or log concerns and follow up.
Keep guest suite Unit 406 clean, organized, presentable, and ready for rental; inspect its furnishings, linens, décor, amenities, and condition, and coordinate resolution of deficiencies.
Staff the lobby desk for contractor check-ins during assigned morning hours, generally 8:00 a.m. to 12:00 p.m. or 1:00 p.m.; verify arrivals, coordinate authorized access, and communicate scheduling or access issues.
Walk through the building to identify maintenance, repair, cleanliness, and presentation issues; document deficiencies, submit authorized maintenance requests or warranty claims, and follow up on outstanding items.
Assist management with monitoring unresolved Coastal warranty claims.
Inspect the garage for cleanliness, organization, and condition; check vehicle registration in the Linker system, report vehicles requiring verification, assist with parking when requested and authorized, and report garage issues.
Inspect unsold vacant units when requested, check their general condition and presentation, document outstanding concerns, and submit maintenance or warranty requests when appropriate and authorized.
Provide administrative and operational support to the management office, including handling authorized deliveries, organizing documents and supplies, and coordinating access, communications, and follow-up.
Assist the maintenance and front desk teams with authorized access, practical tasks, and additional duties as needed; communicate observed building issues to the appropriate department.
Maintain a professional and courteous manner, take ownership of building presentation, proactively identify issues, and communicate and follow up on outstanding matters.
Perform other reasonable building operations, resident service, and administrative duties assigned by management.
Answer telephones promptly and assist residents with questions and concerns.
Track resident issues so the Property Manager can identify major problems or trends.
Maintain confidentiality and handle sensitive information and management materials responsibly.