Resident Relations

Castle Management•Tampa, FL

4d•Onsite

About The Position

The Building Quality Control & Resident Services Coordinator helps management maintain the appearance, organization, and quality of a residential condominium while providing service to residents and owners. The role combines daily building inspections, resident assistance, contractor coordination, common-area quality control, administrative support, and coordination of maintenance and warranty requests. The coordinator is expected to identify issues proactively, report and document them, and follow up with the appropriate teams until they are resolved or escalated. Duties include collecting recyclables from residents’ doors and taking them to the designated garage dumpsters; assisting residents with reservations, transportation, travel, and other personal-service requests; inspecting and tidying shared spaces; and ensuring guest suite Unit 406 is clean, organized, and ready for rental. The coordinator also staffs the lobby desk for contractor check-ins during the assigned morning hours, helps coordinate authorized building access, conducts building and garage inspections, checks vehicle registration in the Linker system, and inspects vacant units when requested. The position provides administrative and operational support to the management office, front desk, and maintenance team. This includes organizing deliveries and office materials, logging maintenance requests, submitting authorized warranty claims, documenting deficiencies, coordinating access for work, and communicating and following up on outstanding issues. The role requires professional, courteous interactions with residents, owners, guests, contractors, and colleagues, as well as dependable completion of assigned responsibilities. A high school diploma or equivalency and at least one year of administrative support or related experience are required. A strong administrative background, intermediate proficiency with Microsoft Office applications, and the ability to learn building technology are required. A valid driver’s license may be required. Prior experience in residential property management, concierge services, hospitality, building operations, or a similar role is preferred. Multiple-language fluency is desirable and may be required depending on community needs. The position involves walking and climbing stairs, light physical tasks, and lifting up to 30 pounds. Occasional off-site training or coverage at nearby communities may be required.

Requirements

High school diploma or equivalency.
At least one year of administrative support or related work experience.
Strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite applications including 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, office management, and organizational skills, with strong attention to detail.
Ability to prioritize tasks in a fast-paced environment and work independently while coordinating with multiple teams.
Ability to learn new technology and use building management systems, including Linker, and submit maintenance or warranty requests.
Good judgment when identifying maintenance, safety, and presentation issues.
Ability to act with integrity, professionalism, and confidentiality; dependability and punctuality.
Ability to handle light physical tasks, walk throughout the property, climb stairs, and lift up to 30 pounds following appropriate safety procedures.
Ability to work while seated for long periods, handle and grasp objects and equipment, reach with hands and arms, type extensively, and use a computer monitor.
Ability to detect auditory or visual emergency alarms and hear, understand, and respond appropriately to verbal requests in person and over the telephone.
Visual ability correctable to 20/20 and ability to communicate verbally in an understandable, professional manner in person and over the telephone.
Ability to work under pressure and maintain composure and good judgment during emergency, difficult, or stressful situations.
A valid driver’s license may be required.
May be required to travel infrequently for off-site training or 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.
Fluency in multiple languages; may be required depending on the community’s needs.

Responsibilities

Collect recyclable materials from outside residents’ doors daily, transport them to the designated garage dumpsters, and maintain the cleanliness and organization of collection and disposal areas.
Assist residents and owners with reservations and arrangements for restaurants, taxis, hotels, flights, and other requested services; provide courteous, timely assistance and support the front desk as needed.
Conduct regular walkthroughs of common areas, including the lobby, hallways, lounges, amenities, gym, spa, and garage, to maintain cleanliness, organization, and presentation.
Arrange furnishings and decorative items, perform light tidying when necessary, identify concerns, and report or log them with the appropriate team; follow up on reported issues.
Inspect guest suite Unit 406 to ensure it is clean, organized, presentable, and ready for rental; coordinate with housekeeping, maintenance, or management to address missing items, damage, or other concerns.
Staff the lobby desk for contractor check-ins during assigned morning hours, generally between 8:00 a.m. and 12:00 p.m. or 1:00 p.m., depending on the schedule.
Verify contractor arrivals, coordinate authorized building access, communicate about scheduled work, and support maintenance, repair, and warranty work.
Conduct building walkthroughs to identify visible maintenance, repair, cleanliness, and presentation issues; document deficiencies and provide photographs when appropriate.
Log maintenance requests, submit warranty claims when authorized, monitor outstanding Coastal warranty claims, and follow up with relevant teams.
Inspect the garage for cleanliness, organization, maintenance, safety, and access concerns; check vehicle registration in Linker, report vehicles requiring verification, and assist with vehicle parking when requested and authorized.
Inspect vacant units when requested, identify deficiencies, prepare lists of outstanding concerns, submit appropriate maintenance or warranty requests, and communicate findings to management.
Provide administrative and operational support to the property management office, including receiving, opening when authorized, sorting, and organizing deliveries and office materials.
Assist the maintenance and front desk teams with practical tasks and authorized access coordination; communicate building issues and provide support during busy periods.
Maintain professional and courteous interactions with residents, owners, guests, contractors, and colleagues; handle sensitive information and materials responsibly and discreetly.
Complete assigned building operations, resident service, and administrative duties consistently, and communicate and follow up on outstanding issues.