Assistant General Manager- HOA

Assistant General Manager - HOA

The Assistant General Manager - HOA is responsible for supporting the General Manager on site with any delegated administrative, financial, or operational tasks. The Assistant General Manager provides exemplary service consistent with the Castle Group's values and mission. As a representative of Castle Royal Service, he or she performs all responsibilities while demonstrating outstanding customer service skills.

Essential Duties and Responsibilities

• Manage and handle day-to-day activities of the Property in the absence of the General 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 General Manager's review and assist in investigations as needed.
• Resolves and follows up on all complaints/issues and reports to the General 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 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.
• Assists General 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., 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.

Supervisory Responsibilities

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

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 Town Sq and Smart Webs 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 deadlines and use time effectively based on…