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Castle Group · 14 hours ago

Assistant General Manager - Condo

US-FL-Key Biscayne

Full-time

Onsite

Entry, Mid Level

2+ years exp

Castle Group is seeking an Assistant General Manager for their condo operations. This role involves supporting the General Manager with administrative, financial, and operational tasks while ensuring exemplary customer service and compliance with relevant regulations.

Real Estate

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

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 General Manager

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

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

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

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

Qualification

Florida Community Association Manager LicenseHigh Rise/Condo Life Safety knowledgeMicrosoft Office SuiteWebsite maintenanceBuilding Link knowledgeAnalytical skillsSpanishConflict resolutionInterpersonal skillsCommunication skills

Required

Spanish Required

High school diploma required

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)

Valid Driver's License Required

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

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

Walk on uneven terrains, depending on the community

Handle, grasp, and feel objects and equipment

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

Reach with hands and arms

Ability to navigate property/buildings quickly and easily is required to meet the job functions

Must be comfortable working outside for long periods of time in all types of weather

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 stoop and bend

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

May be occasionally required to cover for staff at other communities within a reasonable commuting distance when needed

Ability to work extended hours and weekends if needed

Preferred

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

Experience in maintaining a website is desired

Knowledge of Building Link preferred

Working knowledge of Florida Statutes 718 is preferred

Multiple language fluency is desirable. Depending on the community