Assistant Property Manager

We Are Castle Group

Florida’s premier property management company.

Our company was founded in 1980 to deliver unparalleled services across this great state, and over four decades later, we stand as the industry leader with over 400 properties and 2000 employees.

Year over year, we continue to grow our business by 15%, garnering multiple recognitions including - Best Places to Work 5 times.

How do we achieve this ever-evolving success? Through our culture. We know what it takes to deliver best-in-class services to our clients - and it all begins with hiring passionate people dedicated to being the best at what they do.

Position is Assistant Community Association Manager, licensed under the provisions of Florida Statute 468.

This role supports the licensed Community Association Manager on site with any delegated administrative, financial or operational tasks.

The Assistant Property Manager also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.

(May include some or all of the following as applicable)

• ****Must have JENARK Experience***
• Reviews and processes all invoices for appropriate documentation and approval prior to processing.
• Prepares monthly accrual reports for approved proposals.
• Assist Community Association Manager with overseeing and schedule staff for site.
• Maintains Castle Group compliance documents up to date and Assocition's website up to date.
• Maintains schedules and timesheets/cards for payroll purposes.
• Keeps track of activity logs and incident reports for the Community Association Manager’s review.
• Responsible for violation letters.
• Assists in preparation of reports for inclusion in monthly board packages, power point presentations and bid comparison reports.
• Assists with vendor and invoice reconciliation.
• Collects monthly Association payments, makes deposits, runs delinquency reports and sends out delinquency notices, as applicable.
• Works with Admin on new resident packages as required and to ensure proper payment to the Association at closing and sending coupons to new owners.
• Fill front desk shifts when needed.
• Provide training for new hires for Ultipro, Health Benefits selections and requesting time off.
• Assist employees with Workman's Comp claims.
• Assists in investigations, tape/log reviews for any unusual incidents.
• Assists Community Association Manager with any special requests, i.e. administrative work, mailings, etc.
• Send mass emails to the community.
• Assist Restaurant Manager with administrative support.
• Assist Maintenance Supervisor with administrative support.
• Attends all Board of Directors meetings; and attends Committee meetings as needed.
• May monitor Emergency Response System, if applicable.
• Monitors and assist with Electronic Security Control System, controls and registrations as needed.
• Maintains/stores Concierges daily logs, and other Association's records and forms.
• Resolves and follows-up on all complaints/issues and reports to Community Association Manager.
• Maintains a safe and secure environment throughout the building/property(s).
• Ensures all safety precautions and procedures are followed while performing duties.
• May be assigned other duties by the on-site Community Association Manager.

Education/Training/Certifications/Licenses:

High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience/Knowledge/Skills:

Two (2) to three (3) years of business experience preferred. Strong customer service, communication and interpersonal skills required. Detailed oriented and able to multitask. Effective written and verbal communication skills. Demonstrates excellent customer service, communication and time management skills.

Strong verbal and written communication skills creating effective customer-focused relationships with all levels within the organization.

Computer literacy:

Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.

Language requirements:

Multiple language fluency is desirable.

Travel and availability requirements:

May be required to travel for training sessions off-site on an ad-hoc basis. May be occasionally required to cover for front desk staff at other communities within a reasonable commuting distance when needed.

Ability to work extended hours and weekends on as needed basis.

Physical Requirements:

Ability to lift up to 5 lbs. and work in a sitting position for long periods of time. Extensive use of fingers for typing and visual use of the computer monitor. Communicate, receive and exchange ideas and information by means of the spoken and written word; ability to quickly and easily navigate the property/building as required to meet the job functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions:

The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels. May require outdoor site visits on an occasional basis.

Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.