Assistant General Manager- HOA

Summary:

The Assistant General Manager – HOA is responsible for supporting the on-site General Manager with delegated administrative, financial, and operational functions. This role is a combined Assistant General Manager and Facilities Manager position, requiring a solid understanding of HOA operations as well as the ability to perform and oversee maintenance tasks, repairs, and property inspections.

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   

• 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.        

• Manage and track all activity logs and incident reports for the General Manager’s review and assist in investigations as needed.    

• 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.   

• Provides training as needed for new hires in the corresponding department.   

• Monitors and controls Electronic Security and Gate Control Systems, where applicable.   
• Maintenance oversite and community inspections
• Perform routine maintenance and minor repairs across all community facilities, amenities, and equipment.
• Manage preventative maintenance programs, including equipment checks, seasonal preparations, winterization, and compliance with safety standards.
• Maintain maintenance logs, inspection reports, and documentation for all facilities.
• Oversee amentiy operations including playgrounds, sports courts, fitness areas, pool equipment, water features, and irrigtion systems. 
• 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.   

• 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 

• 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.  

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 Three (3) years of community management / Maintenance oversite or similar business experience preferred or in a similar role.  

• Knowledge and understating of HOA operations are strongly preferred.  

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

• Knowledge of TownSq and SmartWebs preferred.   

• Valid Driver’s License required.  

Skills and Abilities 

• 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.  
• Strong mechanical aptitude and the ability to perform hands-on maintenance tasks and minor repairs.
• Knowledge of preventative maintenance programs, seasonal preparation, and best practices for long-term asset care.

Physical requirements 

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

• 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. 

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.