Resident Relations

Castle Management•Tampa, FL

About The Position

The Building Quality Control & Resident Services Coordinator helps maintain the building’s appearance, organization, and quality while providing service to residents and owners. The role combines regular building inspections, resident assistance, contractor coordination, common-area quality control, administrative support, and coordination of maintenance and warranty requests. The coordinator serves as an additional resource for management by proactively identifying issues, reporting them, and following up 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 and personal-service arrangements; inspecting and tidying common areas; preparing guest suite Unit 406 for rental; coordinating contractor check-ins and authorized access during assigned morning hours; documenting building deficiencies and submitting maintenance or warranty requests when appropriate; inspecting the garage and checking vehicle registration in Linker; inspecting vacant units when requested; and supporting the management office, maintenance team, and front desk. The position also involves communicating professionally with residents, owners, guests, colleagues, and contractors, and handling deliveries and sensitive materials responsibly. The role requires a high school diploma or equivalent and at least one year of administrative support or related experience, along with a strong administrative background and intermediate proficiency with Microsoft Office applications. The work includes walking throughout the property, climbing stairs, light tidying and recycling collection, and the ability to lift 30 pounds following appropriate safety procedures. A valid driver’s license may be required. Occasional off-site training or coverage at nearby communities may be needed.

Requirements

High school diploma or equivalent.
At least one year of administrative support or related work experience.
Strong administrative background.
Intermediate proficiency with computer hardware and software, specifically Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
Strong attention to detail and a proactive approach to quality control.
Excellent organizational and time-management skills, with the ability to prioritize in a fast-paced environment and work under tight deadlines.
Strong customer service, communication, interpersonal, and office management skills.
Strong conflict-resolution skills and the ability to handle and diffuse conflict situations.
Ability to work independently and coordinate effectively with multiple teams.
Good judgment when identifying maintenance, safety, and presentation issues.
Ability to learn new technology and use building management systems, including Linker, and submit maintenance or warranty requests.
Ability to act with integrity, professionalism, and confidentiality; dependable, punctual, and discreet.
Ability to perform light physical tasks, walk throughout the property, climb stairs, and lift 30 pounds following appropriate safety procedures.
Ability to remain composed and use good judgment during emergency, difficult, or stressful situations.
Ability to sit in a stationary position for extended periods; handle, grasp, and feel objects and equipment; reach with hands and arms; and perform repetitive wrist, hand, and finger motions, including typing.
Ability to use a computer monitor, detect auditory or visual emergency alarms, and hear, understand, and respond appropriately to in-person and telephone requests.
Visual ability correctable to 20/20 and ability to communicate verbally in an understandable, professional manner in person and over the telephone.
A valid driver’s license may be required.

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 community needs.

Responsibilities

Collect recyclable materials from outside residents’ doors daily and transport them to the designated recycling dumpsters in the garage.
Keep recycling collection and disposal areas clean and organized.
Assist residents and owners with restaurant, taxi, hotel, flight, and other service reservations or arrangements.
Provide courteous and timely resident assistance and support the front desk with additional requests as needed.
Conduct regular walkthroughs of common areas, including the lobby, hallways, lounges, amenities, gym, spa, and garage, to maintain cleanliness and presentation.
Arrange furnishings and decorative items, perform minor tidying, and report or log cleanliness, maintenance, or presentation concerns.
Inspect guest suite Unit 406 and coordinate cleaning, maintenance, or replacement of missing or damaged items so it is ready for rental.
Staff the lobby desk for contractor check-ins during assigned morning hours, verify arrivals, coordinate authorized access, and communicate scheduling or access issues.
Conduct building inspections to identify maintenance, repair, cleanliness, and presentation deficiencies; document issues and provide photographs when appropriate.
Submit maintenance requests and authorized warranty claims, monitor outstanding claims, and follow up to confirm issues are addressed.
Inspect the garage, check vehicle registration in the Linker system, report vehicles requiring verification, and assist with vehicle parking when requested and authorized.
Inspect vacant units when requested, identify deficiencies, prepare lists of outstanding items, and submit appropriate maintenance or warranty requests.
Assist the property management office with administrative and operational tasks, deliveries, document and supply organization, communications, and follow-up.
Support the maintenance team and front desk by coordinating access and assisting with duties during busy periods or when needed.
Work collaboratively with management, concierge, front desk, housekeeping, maintenance, and contractors, and communicate unresolved issues to management.
Perform other reasonable building operations, resident service, and administrative duties assigned by management.