Assistant Property Manager- HOA

Overview

The Assistant Property Manager is responsible for supporting the Property Manager on site with any delegated administrative, financial, or operational tasks.  

The Assistant Property Manager provides exemplary service consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service. 

Responsibilities

Essential Duties and Responsibilities 

• 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 720. 

• 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.  

• Answer phones and greet Residents assisting with all needs and questions 
• Manage and track all activity logs and incident reports for the Property Manager’s review and assist in investigations as needed.  

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

• 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.   

• Assists with vendor and invoice reconciliation.  

• Collects Quarterly HOA Payments 

• Prepares new resident packages as required.  

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

• Monitors and controls Gate Control Systems, where applicable.  

• Maintains association website.  

• 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.  

• 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., Activities Committee) and site projects 

• May monitor the Emergency Response System, if applicable. 

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

 

Qualifications

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• High school diploma required.  

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

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

• Knowledge and understating of HOA operations are strongly preferred. 

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

• Experience in maintaining a website is desired.  

• Knowledge of TownSq and SmartWebs preferred.  

• Valid Driver’s License required. 

 

Skills and Abilities 

• Working knowledge of Florida Statue 720 preferred.  

• Proficient in conflict resolution and de-escalation techniques.  

• Able to work under tight de