Assistant Property Manager - Condo

• Manage and handle day-to-day activities of the Property in the absence of the Property Manager, including but not limited to :

• Complying with all reporting requirements outlined in the Management Services Agreement

• Complying with meeting requirements outlined in Florida Statue 718.

• Solicits, reviews, and compiles bid analysis sheets for Board Review for maintenance, construction, and other community projects, as well as services deemed to be in the best interests of the Association.

• Draft RFPs (Requests for Proposals) as needed before bidding on large projects to ensure that the data received is comparable across all vendors.

• Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and properly reports it within the appropriate timelines to the appropriate party.

• Acts as liaison with legal counsel and other Association vendors as necessary to conduct Association business.

• Management of staff, including performance management, payroll approval, and coaching.

• Manage and track all activity logs and incident reports for the Property Manager’s review.

• Oversee and gather information and data for vendors.

• Act as a liaison and manage association vendors, including but not limited to assessing vendor performance and compliance with Castle and Association standards.

• Collects monthly rental payments, makes deposits, runs delinquency reports, and sends out delinquency notices, as applicable.

• Prepares rental or new resident packages as required.

• Tracks rentals and processes required paperwork for tenants, such as lease expirations and renewal documents.

• Provides training as needed for new hires in the corresponding department.

• Monitors and controls Electronic Security and Gate Control Systems, where applicable.

• Maintains association website.

• Resolves and follows up on all complaints/issues and reports to the Property Manager.

• Maintains a safe and secure environment throughout the building/property(s).

• Assists in investigations and tape/log reviews for any unusual incidents.

• Assists Property Manager with any special requests, i.e., administrative work, mailings, etc.

• Assists in the preparation of reports for inclusion in monthly management reports and board packages.

• Assists with vendor and invoice reconciliation.

• Ensures all safety precautions and procedures are followed while performing duties.

• If applicable, tracks all architectural change requests by homeowners and inspects for compliance upon completion. Utilizes assigned software programs to engage with Board or Committee members during the architectural review process.

• May oversee committees (i.e., grievance committee) and site projects

• May oversee and schedule staff for the site.

• May maintain schedules and timesheets/cards for payroll purposes

• May fill front desk shifts if or when needed.

• May monitor the Emergency Response System, if applicable.

• Other duties and responsibilities as assigned by the Property Manager.

• Dependent on Association, will be responsible for managing frontline team (i.e. Maintenance, Front Desk, Housekeeping

• When applicable, carry out supervisory responsibilities in accordance with Castle’s policies and applicable laws.

• Responsibilities include interviewing, hiring, training, developing, and mentoring employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

• Oversee vendor relationships, projects, and site committees when applicable.

• High school diploma required.

• A minimum of Two (2) years of community management or similar business experience preferred or in a similar role.

• Knowledge and understanding of High Rise/ Condo Life Safety equipment (Fire suppression systems, generators, chillers, cooling towers, elevators, etc.) are strongly preferred.

• Ability to successfully obtain Florida Community Association Manager License within 6 months of start.

• Intermediate skills with Microsoft Office Suite (including SharePoint, Excel, Word, Outlook, and PowerPoint).

• Experience in maintaining a website is desired.

• Knowledge of Building Link preferred.

• Valid Driver’s License Required.

• Working knowledge of Florida Statutes 718 is preferred.

• Proficient in conflict resolution and de-escalation techniques.

• Able to work under tight deadlines and use time effectively based on key priorities and delegate them when appropriate.

• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.

• Excellent interpersonal, negotiation, and organizational skills and great attention to detail.

• Strong analytical and problem-solving skills.

• Multiple language fluency is desirable. Depending on the community.

• Ability to learn new technology required.

• Ability to act with integrity, professionalism, and confidentiality.

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations.

• Ability to lift 30lbs. following appropriate safety procedures.

• Ability to:

• Work in different environmental working conditions (e.g., heat, cold, wind, rain).

• Walk and climb stairs.

• Handle, grasp, and feel objects and equipment.

• Reach with hands and arms.

• Extensive use of fingers for typing and visual use of the computer monitor.

• Ability to quickly and easily navigate property/buildings are required to meet the job functions.

• Repeat various motions with wrists, hands, and fingers.

• Ability to detect auditory and visual emergency alarms.

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone.

• Visual ability correctable to 20/20.

• Ability to respond verbally in an understandable, professional manner in person and over the telephone.

• Ability to work extended hours and weekends if needed.

• May be required to travel for training sessions off-site on an ad-hoc basis.

• Most of the work will be completed indoors in a temperature-controlled environment with little to moderate noise. You may be required to work outdoors for certain periods for property inspections.

Castle Group