Overview

Position is Assistant General Manager, preferably licensed under the provisions of Florida Statute 468. Under general supervision and in association with the Board of Directors, plans, directs, recommends, and implements policies and procedures to ensure the services required to maintain the common elements of the Association are provided in a first-class manner and in accordance with community rules and regulations.

This is a hands-on leadership position responsible for overseeing the operational, administrative, financial, human resources, maintenance and security functions of the community. The position requires the Assistant General Manager be on call 24-hours a day, 7 days a week for emergency consultation in the event of incidents requiring management intervention. All services of the Assistant General Manager are under the direct supervision of Castle Management and are performed as stated, in the Management agreement between the governing Board of Directors and Castle Management, LLC.

The Assistant General 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.

Responsibilities

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

• • Oversee Executive Assistant, Architectural & Accounting (AA) Assistant and the Front Desk Associates 
  • Keeps track of activity logs and incident reports for the General Manager’s review. 
  • Oversees and supports the Villa Committee, Pond Committee and Compliance Committee. May support additional committees when needed.
  • Ensures annual Villa insurance opt-out is communicated out to residents and procedure is followed in the office (due by March 1 each year). 
  • Oversees and supports the Ponds Committee 
  • Assist Executive Admin with annual RV process 
  • Assist Executive Admin with annual Villa maintenance communication for painting and pressure washing. 
  • Assists in preparation of reports for inclusion in monthly board packages & monthly manager reports.
  • Provides updates on the weekly action list and weekly report. 
  • Assists with vendor and invoice reconciliation. 
  • Weekly field inspections of the Community to ensure that Homeowners are following the requirements regarding maintaining the general appearance of their homes and surrounding property as indicated in the Declaration of Covenants of each Association.
  • Update all inspection data into Jenark system.
  • Print and mail-out all violations notices on a weekly basis.
  • Provide residents with the information necessary to correct the violation in a timely manner.
  • Collects monthly rental review of applications as necessary, makes deposits, runs delinquency reports and sends out delinquency notices, as applicable. 
  • Prepares rental or new resident packages as required. 
  • May fill front desk shifts when needed. 
  • May provide training for new hires in corresponding department. 
  • Assists in investigations, tape/log reviews for any unusual incidents. 
  • Assists General Manager with any special requests, i.e. administrative work, mailings, etc. 
  • Monitor Emergency Response System, for onsite and afterhours through Castle 
  • Resolves and follows-up on all complaints/issues and reports to General 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 General Manager. 

Qualifications

Education/Training/Certifications/Licenses:

Active CAM License (preferred); 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 CAM or related business experience, or more depending on the community, are required. Outstanding customer service, communication and interpersonal skills required. Effective written and verbal communication skills.

Computer literacy: 

Advanced command of computer hardware/software is required; Specifically microsoft office, ability to quickly learn systems and new technology. 

Language requirements:

Multiple language fluency may be required or preferred, depending on community.

Travel and availability requirements:

May be required to travel for training sessions off-site on an as needed 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 based on project requirement. Ability to respond to emergencies in a timely manner, 24-7.

Physical Requirements:

Ability to lift up to 10 lbs.; work in an upright standing or sitting position for long periods of time, will fluctuate day by day; Handle, grasp and lift objects and packages; extensive use of fingers for typing and visual use of the computer monitor. Reach with hands and arms; 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; Complete all required forms.

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:

Work will be divided between indoor and outdoor work. The proportion of indoor to outdoor work will fluctuate. May be exposed to weather conditions such as heat, cold or rain while working outdoors.

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.